City of Norwich, CT
Position is open until Wednesday,November 19, 2025, at 4:30 PM EST
GENERAL DESCRIPTION
This is a civilian, non-sworn position responsible for performing a variety of highly responsible and sensitive administrative work of a confidential nature which involves maintaining police department records, criminal information, and court-related documents. This position requires excellent communication and computer skills including the ability to efficiently organize, process, and maintain a wide array of police records, reports, statistics, and related materials.
This position will interact with other city personnel, outside law enforcement agencies, the public and must operate with complete confidentiality, diplomacy, and tact. Police Records Clerks attend to the public counter at the City's police headquarters, to assist walk-in customers in completing various forms and applications, as well as processing subpoenas, criminal complaints, citations, warrants, and other related materials. The successful candidate for this position will possess strong customer service skills, a calm demeanor, and the ability to maintain composure when dealing with difficult situations.
SUPERVISION RECEIVED
Works under the general supervision of the Records Sergeant, while working under the direction of the Police Records Clerk Coordinator.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Carries out standard procedures related to departmental functions including processing requests for police records and applications for permits.
Takes applications, answers standard questions related to requirements and refers applications or citizens as required.
Assists police officers and the public in locating reports and information.
Prepares, approves and releases police report copies when requests are received by the public, local agencies, insurance companies and courts. Redacts sensitive information from documents according to State Freedom of Information guidelines.
Develops and maintains files according to the State Retention Schedule.
Organizes data, makes coding classification corrections to resolve errors, and validates the accuracy of police reports, utilizing the department's Records Managing System (RMS) in order to submit data to NIBRS monthly to ensure accurate reporting of crime statistics to the State of Connecticut and FBI.
Acts as liaison between the court and police department by tracking court dispositions and emailing reports as needed.
Researches, prepares and certifies criminal history records checks for citizens, employers, local, state and federal agencies in accordance with the parameters of State Freedom of Information regulations.
Runs queries in the NCIC/Collect systems to process and file pistol permits, vendor permits, raffle permits and bazaar permits.
Utilizes camera and laminating equipment to make identification photographs of city employees and vendor and gun permit applicants.
Data entry and retrieval in RMS and various criminal justice information systems.
Answers phone and direct callers, takes messages or answers department specific questions.
Provides documents to public via counter work, mail, email, and fax.
Receives fees for copies of documents and permits, creating an invoice when necessary.
Maintains a record of incoming money on a log sheet and receipt book and generates a weekly cash transmittal report.
Processing of all motor vehicle violations and violator information in house and for State statistical purposes by completing data entry into the State COLLECT system.
Prepares motor vehicle accident reports for uploading to website for online purchase.
Enter registrations into the department RMS system.
Retrieves archived documents from microfilm.
NONESSENTIAL DUTIES
None.
KNOWLEDGE, SKILLS AND ABILITIES
Working knowledge of modern office practices, procedures, equipment, and computer operations, including database and word processing software applications.
Good knowledge of data entry methods and procedures.
Considerable knowledge of laws pertaining to Freedom of Information.
Ability to learn State Records Retention Schedule and the National Incident Based Reports System (NIBRS).
Ability to handle confidential information and records appropriately while being exposed to highly sensitive and graphic documents and photos.
Ability to establish and maintain effective working relationships with coworkers, superiors, other law enforcement agencies, and the general public.
Ability to follow oral and written instructions.
General knowledge of law enforcement agency functions, principles and practices.
QUALIFICATIONS
High school diploma including or supplemented by courses in data processing, plus three years of responsible and varied office clerical experience requiring data entry and public contact, or any combination of education and experience which provides a demonstrated ability to perform the duties of the position.
SPECIAL REQUIREMENTS
Successful completion of a law enforcement background investigation including but not limited to education, employment, residential history, media, driving records, credit history and encounters with police.
Within one year of appointment, individuals must achieve NCIC/Collect Computer Certification and recertification every two years thereafter.
TOOLS AND EQUIPMENT USED
NCIC/Collect Computer, RMS computer, typewriter, copy and fax machines, microfilm, scanner, camera and laminating equipment, general office equipment.
PHYSICAL AND MENTAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk and listen. The employee is occasionally required to walk use hands to finger, handle, or operate objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must be able to read and comprehend standard instructions, correspondence and memos and write routine reports and correspondence. The position also requires the ability to effectively present information in one-on-one situations and apply common sense understanding in dealing with problems in standardized situations with only occasional or no variables.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in typical police records room surroundings. The noise level in the work environment is generally quiet.
Important Information
In order to be considered applicants must demonstrate on their application that they meet the minimum qualifications as stated in the job announcement.
You must reside within the City of Norwich 60 miles from Norwich within one year of appointment.
Examination will consist of 100% written.
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
DISCLAIMER
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Exempt : No
Type : FT Employee
Department : Police
Location : DEFAULT
GENERAL DESCRIPTION
This is a civilian, non-sworn position responsible for performing a variety of highly responsible and sensitive administrative work of a confidential nature which involves maintaining police department records, criminal information, and court-related documents. This position requires excellent communication and computer skills including the ability to efficiently organize, process, and maintain a wide array of police records, reports, statistics, and related materials.
This position will interact with other city personnel, outside law enforcement agencies, the public and must operate with complete confidentiality, diplomacy, and tact. Police Records Clerks attend to the public counter at the City's police headquarters, to assist walk-in customers in completing various forms and applications, as well as processing subpoenas, criminal complaints, citations, warrants, and other related materials. The successful candidate for this position will possess strong customer service skills, a calm demeanor, and the ability to maintain composure when dealing with difficult situations.
SUPERVISION RECEIVED
Works under the general supervision of the Records Sergeant, while working under the direction of the Police Records Clerk Coordinator.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Carries out standard procedures related to departmental functions including processing requests for police records and applications for permits.
Takes applications, answers standard questions related to requirements and refers applications or citizens as required.
Assists police officers and the public in locating reports and information.
Prepares, approves and releases police report copies when requests are received by the public, local agencies, insurance companies and courts. Redacts sensitive information from documents according to State Freedom of Information guidelines.
Develops and maintains files according to the State Retention Schedule.
Organizes data, makes coding classification corrections to resolve errors, and validates the accuracy of police reports, utilizing the department's Records Managing System (RMS) in order to submit data to NIBRS monthly to ensure accurate reporting of crime statistics to the State of Connecticut and FBI.
Acts as liaison between the court and police department by tracking court dispositions and emailing reports as needed.
Researches, prepares and certifies criminal history records checks for citizens, employers, local, state and federal agencies in accordance with the parameters of State Freedom of Information regulations.
Runs queries in the NCIC/Collect systems to process and file pistol permits, vendor permits, raffle permits and bazaar permits.
Utilizes camera and laminating equipment to make identification photographs of city employees and vendor and gun permit applicants.
Data entry and retrieval in RMS and various criminal justice information systems.
Answers phone and direct callers, takes messages or answers department specific questions.
Provides documents to public via counter work, mail, email, and fax.
Receives fees for copies of documents and permits, creating an invoice when necessary.
Maintains a record of incoming money on a log sheet and receipt book and generates a weekly cash transmittal report.
Processing of all motor vehicle violations and violator information in house and for State statistical purposes by completing data entry into the State COLLECT system.
Prepares motor vehicle accident reports for uploading to website for online purchase.
Enter registrations into the department RMS system.
Retrieves archived documents from microfilm.
NONESSENTIAL DUTIES
None.
KNOWLEDGE, SKILLS AND ABILITIES
Working knowledge of modern office practices, procedures, equipment, and computer operations, including database and word processing software applications.
Good knowledge of data entry methods and procedures.
Considerable knowledge of laws pertaining to Freedom of Information.
Ability to learn State Records Retention Schedule and the National Incident Based Reports System (NIBRS).
Ability to handle confidential information and records appropriately while being exposed to highly sensitive and graphic documents and photos.
Ability to establish and maintain effective working relationships with coworkers, superiors, other law enforcement agencies, and the general public.
Ability to follow oral and written instructions.
General knowledge of law enforcement agency functions, principles and practices.
QUALIFICATIONS
High school diploma including or supplemented by courses in data processing, plus three years of responsible and varied office clerical experience requiring data entry and public contact, or any combination of education and experience which provides a demonstrated ability to perform the duties of the position.
SPECIAL REQUIREMENTS
Successful completion of a law enforcement background investigation including but not limited to education, employment, residential history, media, driving records, credit history and encounters with police.
Within one year of appointment, individuals must achieve NCIC/Collect Computer Certification and recertification every two years thereafter.
TOOLS AND EQUIPMENT USED
NCIC/Collect Computer, RMS computer, typewriter, copy and fax machines, microfilm, scanner, camera and laminating equipment, general office equipment.
PHYSICAL AND MENTAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk and listen. The employee is occasionally required to walk use hands to finger, handle, or operate objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must be able to read and comprehend standard instructions, correspondence and memos and write routine reports and correspondence. The position also requires the ability to effectively present information in one-on-one situations and apply common sense understanding in dealing with problems in standardized situations with only occasional or no variables.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in typical police records room surroundings. The noise level in the work environment is generally quiet.
Important Information
In order to be considered applicants must demonstrate on their application that they meet the minimum qualifications as stated in the job announcement.
You must reside within the City of Norwich 60 miles from Norwich within one year of appointment.
Examination will consist of 100% written.
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
DISCLAIMER
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Exempt : No
Type : FT Employee
Department : Police
Location : DEFAULT