Records Clerk

Salary: $18.50 - $22.71 Annually
Location : Public Safety Building - Plainfield, IN
Job Type: FULL-TIME
Job Number: 042825
Department: Police
Opening Date: 04/28/2025
Closing Date: 5/31/:59 PM Eastern

GENERAL PURPOSE
Records Clerks perform skilled administrative duties in the maintenance, processing, and disposition of documents pertinent to the Records Branch of the Police Department while also providing consistent public service as the first point of contact for the Department. Direct Supervision is received from the Support Services Division Captain." The Town of Plainfield Police Department is an Equal Opportunity Employer" .

ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Responsible for assuring records management and release procedures are compliant with State Statutes, the Indiana Archive and Records Administration Retention Schedules (IARA), Police Department policies and procedures, and Town Ordinances. Maintains secure records storage at all times.

2. Responds to subpoenas and APRA requests. Provides documentation as requested to the Plainfield Town Court, county prosecutor, coroner, outside agencies, and insurance companies. For compliance with ILEAC clerks provide proofs to the Accreditation Manager.
3. Conducts limited criminal background checks for the public, military recruiters, other government agencies and the Town of Plainfield Clerk Treasurer's office.

4. Processes handgun permit applications and transmits recommendations for approval or disapproval electronically to the Indiana State Police. Releases impounded vehicles and processes alarm registrations.

5. Confirms customers have necessary documentation for property watches, fingerprinting, and VIN checks. Collects appropriate fees for services and is accountable for daily monies received.

6. Answers and directs telephone calls. Provides citizens with department policies and procedures. Informs citizens of community and county resources. Creates an electronic record of citizen compliments of employees and/or the department for review by administration. Checks in and directs visitors. Receives deliveries.

7. In accordance with state statutes and IARA retention schedules, clerks create and maintain multiple filing systems for required record keeping including the archiving and destruction of those records.
8. Enter warrants and insurance letters, and process expungements in the report management system.

9. Records Clerks possess full operator IDACS certification for entry of Plainfield Town Court warrants into the IDACS/NCIC systems and to enable clerks to run criminal history queries, and driver's license, license plate, and vehicle identification checks for the Department.

10. Maintains National Incident Based Reporting Systems (NIBRS) certification by confirming all incident reports are compliant with FBI NIBRS requirements through daily case management. Communicates with supervisors regarding reporting discrepancies. Reviews closed investigation files for reporting accuracy. Monitors court charges and updates reporting statuses in the report management system.

11. Verifies NIBRS data accuracy prior to submission to the Indiana State Police Central Repository and corrects post submission errors. Complies with timely data submissions in accordance with state statutes.

12. Reports bias crimes to the Indiana State Police twice annually and responds to Clery requests in compliance with state and federal statutes.

13. Submits voter registration forms to the Hendricks County Voter Registration office and monthly vouchers to the County Auditor.

14. Adheres to rules and regulations of the Police Department including Police Officer Code of Ethics, Cannon of Ethics and Lexipol policies and procedures.

15. Performs other duties as assigned by administrative staff.

REQUIREMENTS

High School diploma or equivalent.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of records management principles, methods, procedures, and techniques. Ability to establish standards, procedures, and techniques for the effective management of police records. Ability to supervise and provide training for others. Ability to establish and maintain effective working relationships with the general public. Knowledge of Business English, grammar and spelling. Knowledge of Adobe Acrobat Pro, Munis/Tyler Technologies, exacqVision Client, Aries, JustFOIA, OpenFox, and any additional software required.