POSITION SUMMARY
We are actively seeking candidates who thrive in accuracy and confidentially to help support the Batavia Police Department and our community during our Midnight shift!
This is responsible work of a clerical nature pertaining to the police records system in the Police Department. Work involves performing a variety of activities ranging from routine to varied and complex clerical work. Duties include entering and compiling data of criminal incidents, copying documents, updating various documents and schedules, answering telephones and routing calls, greeting visitors, composing basic correspondence, filing reports and entering data into the computer system. Work is performed under the direct supervision of the Police Records Supervisor.
Successful candidates must take and pass all pre-employment testing, work related medical/physical examinations, as well as be able to pass a background investigation and/or polygraph.
This is a part-time non exempt on-site position reporting to the Batavia's Police Department located in City of Batavia's City Hall building.
The work schedule for this position is limited part time midnight shift from 11:00PM to 7:00AM Sunday night into Monday morning and Monday night into Tuesday mornings.
Hiring range: $27.95 - $32.81 DOQ
Full range: $27.95 - $38.53
Pay grade 6 on the City of Batavia's 2025 wage and salary ordinance.
ESSENTIAL DUTIES & RESPONSIBILTIES
Enters and updates arrest records, incidents, accident reports, warrants, traffic tickets, 911 records and other information
from handwritten reports into the designated databases in computer.
Verifies and cross checks information before entering records; locates missing data for inclusion and ensures accuracy and
completeness of information prior to entering into appropriate records and file.
Receives and screens telephone calls; routes call to appropriate person and/or conveys information; receives visitors and
escorts them to appropriate individual.
Retrieves information from the computer and reports information as required.
Copies and distributes documents/information to outside agencies such as attorneys, insurance companies, etc. as
required by task.
Assists Police Officers and the public by searching files, reports and other records, providing information in accordance with
departmental policies and procedures.
Maintains and organizes permanent records and files and appropriate correspondence files; files records, documents and
related materials.
Communicates with and assists officers and support staff via telephone and radio.
Retains a media file pertaining to all police information; audits reports and citations.
Reviews and prepares paperwork for upcoming court dates.
Trains new Records Clerk employees; trains new employees on the computer system.
May perform Matron Duties.
Prepares various reports relating to police records.
Distributes mail.
Provides clerical support to department as needed.
Performs related duties as assigned.
MINIMUM QUALIFICATIONS
Law Enforcement Agencies Data System (LEADS) Certification or Must be able to obtain (LEADS) certification to enter, modify and update information into the State records system.
Experience with New World Records Management System is preferred but not required.
Prior experience working in a highly confidential and professional work environment is desired
Graduation from high school (or GED) with experience in typing, record keeping or secretarial work; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
EDUCATION & EXPERIENCE
Law Enforcement Agencies Data System (LEADS) Certification or Must be able to obtain (LEADS) certification to enter,
modify and update information into the State records system.
Experience with New World Records Management System is preferred but not required.
Prior experience working in a highly confidential and professional work environment is desired
Graduation from high school (or GED) with experience in typing, record keeping or secretarial work; or any equivalent
combination of training and experience which provides the following knowledge, abilities, and skills:
KNOWLEDGE, SKILLS & ABILITIES
Considerable knowledge of business English, spelling and secretarial practices and procedures.
Considerable knowledge of modern office equipment, practices and procedures.
Knowledge of computer software as applied to office applications.
Knowledge of the functions and departments of a governmental jurisdiction, preferably a Police Department.
General knowledge of city streets a plus
Ability to keyboard fifty (50) words per minute (corrected).
Ability to record and disseminate spoken words accurately.
Ability to maintain complex office records and to prepare accurate reports.
Ability to maintain confidentiality of all information gathered at workplace.
Ability to read, write, speak and comprehend the English language.
Ability to maintain physical and computer filing systems.
Ability to understand and follow complex oral and written instructions.
Ability to learn repetitive tasks in a reasonable length of time.
Ability to respond and communicate professionally and respectfully to employees and the public and satisfactorily resolve
inquiries.
Ability to establish and maintain effective working relationships with other employees, public officials, and the general
public, and to effectively and discreetly convey information.
Ability to work independently in a multi-task environment.
Desirable qualities include ability to organize large quantities of written information, perform assignments without close
supervision, relate well to the public and have excellent interpersonal skills.
PHYSICAL DEMANDS/WORKING CONDITION'S
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.
Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces
of office equipment. While performing the duties of this job, the employee frequently is required to sit, stand and talk or
hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms. The
employee is occasionally required to walk; climb; stoop, kneel, and crouch.
The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close
vision and the ability to adjust focus.
The City of Batavia is committed to compliance with the American Disabilities Act and is an Equal Opportunity Employer. Diversity and inclusion are critical to our success.
