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Job Vacancy Announcement: Full-time Records Clerk

Deadline for Submission: April 24, 2023, at 5 PM
Posted on: April 19, 2023 - 12:24pm
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The Town of Hollis Police Department will have an opening for a Full-Time Records Clerk (40 hours a week).  The effective date of hire is expected to be on or around May 8, 2023.   The Records Clerk position performs secretarial work and administrative support duties in maintaining and tracking records and procedures essential to department activities in court proceedings.  The Records Clerk works under the general supervision of the Operations Bureau Commander. 

Additional position responsibilities of the Full-Time Records Clerk position include the following:

  1. Performance of general secretarial and office duties of both a public and highly confidential nature, requiring individual initiative and independent judgment making decisions.
  2. Preparation of a variety of correspondence, memorandums, forms, and reports, when necessary.
  3. Receive and process pistol permit applications, which includes conducting criminal history checks on applicants.
  4. Receive and process request made in accordance with RSA 91-A, Right-To-Know, and the Freedom of Information Act (FOIA).
  5. Critical review of all arrest reports for content, form, and accuracy.
  6. With the assistance of the Operations Bureau Commander, completed monthly NIBRS reporting and submits such data to the Department of Safety, New Hampshire State Police.
  7. Periodic review of juvenile records to ensure compliance with New Hampshire RSA 169-B:35, which pertains to the actions to be taken when a delinquent turns age 21.
  8. Processing and filing of complaints (violations, misdemeanors, and felonies), which requires follow up research, photo copying, the issuance of a court appearance date, along with a court docket.
  9. Document scanning and storage of all completed and/or adjudicated records documents.
  10. Preparation of court dockets/schedules and maintaining the records of all cases set for trial; processing of subpoenas for witnesses as requested by the Department Prosecutor.
  11. Maintenance of a complete record of all court cases/dispositions. Ensuring that all reports requiring submission to an outside agency are properly prepared and dispatched.
  12. Notification to sworn personnel as to when and where they will appear as witnesses in court hearings or official inquiries.
  13. Coordinate and assist the Prosecutor in the initiation of correspondence to attorneys, probation officers, other police agents and/or officials regarding the department’s cases.
  14. Maintenance of a complete record of all court cases and the disposition thereof. Ensuring that all reports that require a copy to be sent to the County Attorney's Office, and other entities, are properly prepared and dispatched.
  15. Control the removal of any record, police report, or written communication.
  16. Establish and maintain a cross-reference file, and proper file categories.
  17. Performance of all other duties assigned by the Operations Bureau Commander or the Chief of Police.

Successful applicants must be well-organized, professional, and possess a positive and friendly demeanor.  Additionally, candidates must possess the skills, knowledge and ability to perform the job function of a police Records Clerk; including basic computer application skills in word processing, document transcription, database entry, and general business office duties.  Applicants must also possess a high school diploma or equivalent G.E.D.  Specialized training and/or experiences in areas of records management, the preparation of discovery documents and materials, and the use of a records management system is preferred.

Salary range (April 1, 2023 through March 31, 2024) is $45,736.22 to $56,249.78.  Generous benefits package, including dental, health (HMO or deductible plan), Health Savings Account, 457 plan, and participation in the New Hampshire Retirement System (Group I).

Please send a cover letter and resume via email to Executive Assistant Karen Lawton (klawton@hollisnh.org).  The deadline for the submission of a cover letter and resume is Monday, April 24, 2023, at 5:00 p.m.

 

 

THE HOLLIS POLICE DEPARTMENT IS AN EQUAL OPPORTUNITY EMPLOYER