This position is responsible for general daily office operational duties, such as the typing of reports, other clerical duties, receptionist duties, record keeping, and dealing with the public through walk-in lobby contacts and telephone inquiries. A deputy clerk is an assigned member of a functional unit within the Collinsville Police Department and must understand the working divisions of the police department and is required to maintain functional working relationships with peers, other employees, police officers, supervisors, and the public. A deputy clerk must possess good communication skills, the ability to handle stressful situations, and the ability to exercise good judgment in ordinary situations and critical incidents. A deputy clerk assists officers with the booking and prisoner processing functions and may be called upon to assist with prisoner searches. A deputy clerk must perform regularly scheduled prisoner checks. A deputy clerk is a sworn Madison County Deputy Clerk and will be required to take bond and handle money.
No previous felony convictions. Ability to work rotating shifts, holidays, weekends and mandatory overtime when necessary. FT union probationary pay rate $14.74/hr. $20.63 following probationary period. Madison County or St. Clair County residency required 6 months after probationary period for FT.
Essential Duties and Responsibilities
The following duties are those that are normal for this position. The omission of a specific statement of duty does not exclude that duty from being required of a Collinsville Police Department Deputy Clerk if the work is similar, related, or logical for this job classification. Other duties may be required and assigned as needed. Collinsville Police Department Deputy Clerks:
Type police reports, memorandums, correspondence, complaints, warrants, summons, and other miscellaneous paperwork from the Dictaphone, handwritten notes, and other sources.
Enter incident report information into the CODY report maintenance system and ensure the correctness and accuracy of the information entered.
Type and process forms related to police incidents, including incident report forms.
Type, process, and route DUI reports and DUI associated paperwork to appropriate personnel.
Generate computerized police reports in the CODY report maintenance system.
Enter Uniform Crime Report (UCR) codes into computer systems to capture and track stastical information.
Link suspects, vehicles, and methods of operation from incident to incident in the CODY system.
Maintain all adult criminal incident files related to police department operations.
Expunge files upon court order, destroying all case related documents as part of the expungement.
Receive and send police department correspondence.
Open and distribute all police department mail.
Route specific incident reports to the Mayor / City Liquor Commissioner.
Process Freedom of Information Act (FOIA) requests for reports
Conduct timely Illinois Department of Corrections (IDOC) sight and sound prisoner checks.
Prepare and distribute timely prisoner meals in compliance with IDOC standards.
Distribute prisoner medications and correctly document that on prisoner medication logs.
Enter traffic citations and traffic warnings into the CODY report maintenance system and the State of Illinois Biased Based Policing study website.
Prepare bond paperwork and correctly process bond money.
Route bond and court paperwork correctly to Madison County, St. Clair County, and Southern District of Illinois court authorities.
Professionally handle incoming telephone inquiries, including prisoner information and the routing of telephone calls to the proper personnel.
Enter information correctly into daily logs, arrest logs, and jail reports.
Scan documents and attach them to reports as needed.
Collect and document service fees (tow, code enforcement, FOIA, etc.)
Run and route money collection reports.
Conduct same-sex prisoner pat downs at officers request and within officers presence.
Handle front counter lobby traffic and assist walk-in citizens with service and information requests.
Assist patrol sergeant or watch commander with all document related processes for the squad.
High school diploma or GED is required. Must have a valid Illinois drivers license. Deputy Clerks cannot have any previous felony convictions nor any other disqualifying criminal convictions.
Deputy Clerks must have residency in Madison County or St. Clair County, Illinois and must be able to successfully complete and attain needed certification requirements.
Working Environment and Physical Requirements
The primary work environment is an office setting within the single-story Collinsville Police Department, 200 W. Clay Street.
This position requires occasional lifting of up to 20 lbs and carrying objects such as boxes of paper, office supplies, and miscellaneous small equipment short distances. The position may require occasional climbing, balancing, stooping, kneeling, and reaching; Verbal communication is required for expressing and exchanging ideas by means of spoken word. Good writing skills, including facility with English Language spelling and grammar, are required.
The Incumbent Deputy Clerk must:
Communicate effectively and compassionately with diverse groups of people, often in stressful or emotion-filled situations.
Exercise good judgment, decisiveness, and creativity to solve problems, often in stressful situations.
Carry out verbal and written directions as well as the ability to effectively represent the City of Collinsville in a positive manner.
Carry out expressed or implied instructions furnished in written and oral forms.
Carry out duties and responsibilities with minimal supervision.
Establish and maintain effective and cooperative working relationship within the assigned patrol squad, in working with peer squad, the investigative unit, with members of the police department administrative staff, with other city employees, and with members of the general public.
Communicate professionally and effectively with walk-in inquiries as well as requests for service initiated by telephone calls and provide guidance and assistance without jeopardizing or impeding efficient police operations.
Plan, prioritize, and organize workload to carry out duties and responsibilities efficiently and effectively.
Demonstrate responsibility and accountability for completion of work assignments, with and without immediate supervision.
Provide timely feedback to supervisory staff on status and progress of work activities.
Complete nececessary documentation of services provided and actions taken and complete reports as needed.
Perform addition, subtraction, multiplication, division, and basic mathematical functions as part of daily operations in the collection of bond, fees, and in the tabulation of reports.
Adapt to changing job demands and carry out all other work functions as needed.
Deputy Clerks work under the immediate direction of their assigned patrol sergeant or watch commander.
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