Records Clerk

The Records Clerk performs a variety of tasks in support of the police records function and works directly with the public and other Police Department personnel by taking complaints and inquiries over the phone and in person. The position is responsible for recording, filing, retrieving, and assimilating a variety of data related to the effective functioning of the Police Department. Employee is required to perform all similar or related duties.

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Provides support and assistance to police personnel, the public and other organizations and agencies regarding police records; provides information regarding police activities, operations and records to the public, Police Department personnel and other agencies.
• Performs a variety of tasks associated with maintaining accurate Police records in various
• Databases; prepares various printouts for police staff as necessary; inputs data regarding cases, incidents and other related matters into the computer; verifies information on reports
• Collates and files a variety of reports, records, information and paperwork.
• Maintains police records filing system; prepares photocopies; distributes material as appropriate
• Accepts and accounts for fees received
• Inspects police reports for accuracy and completeness of information; enters information into computer; verifies and completes information as necessary.
• Works with accident reports; prepares reports summarizing information received over a standard period of time
• Responds to inquiries for information or requests for reports.
• Answers the phone and directs calls; works with customers at service counter; responds to inquiries for information; distributes reports
• Assisting with Lobby Customers
• And any other duties or responsibilities given to them by the Division Commander, Commander of Field Operations, or the Chief of Police

Education and Experience: High School diploma or equivalent and year of related experience is required.

Knowledge, Abilities and Skill:

• Knowledge: Thorough working knowledge of office procedures and machines; working knowledge of state regulations and laws.
• Ability: Ability to meet and deal with the public effectively and appropriately; ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials, and the public.
• Skill: Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, database, internet and spreadsheet applications; basic familiarity with municipal accounting practices.

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.

Physical and Mental Requirements:

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 position s essential functions.

Physical Skills:

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills:

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills:

Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.

Salary: $23.418 hourly (up to 18 hours weekly, not benefits eligible)
Union: Non-Union
Date Posted: September 7, 2022

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.

Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or [email protected].

• 4 weeks annual vacation (for non-union positions) & for union positions this varies by contract
• Medical insurance through the Group Insurance Commission (GIC)
• Dental coverage low and high plans through Cigna
• Vision care through the Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Flexible spending plans through Benefit Strategies
• Deferred compensation through a choice of three vendors
• Employee assistance through the Employee Assistance Program (EAP) provided by E4Health
• Cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE BlueBikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville. This is not a binding contract, for any questions relating to benefits for specific union and non-union positions please contact the Human Resources department by calling (617) 625-6600 x 3300.

To better protect the health and safety of staff and the public, all City of Somerville employees must be fully vaccinated against COVID-19 as of November 1, 2021. Exemptions and/or reasonable accommodations are not guaranteed and will be reviewed by the City of Somerville Human Resources Department on a case-by-case basis. Learn more at www.somervillema.gov/HR/COVID19.

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