Police/Court Clerk - City of Halstead

POLICE CLERK/COURT CLERK

POSITION SUMMARY

Under the supervision of the Chief of Police, the Police Clerk is a non-exempt position under FLSA that also works with the Municipal Judge and City Prosecutor/Attorney. This position provides citizen assistance, maintains police and court records, assists the municipal judge, and performs general clerical duties for the police department and the City of Halstead Municipal Court. This employee handles a great deal of sensitive and/or confidential information. This employee should possess excellent communication, organizational, clerical, computer, and public relation skills.

ESSENTIAL FUNCTIONS

·     Acts as the Police Clerk, Court Clerk, and Probation Officer

·     Works closely and collaborates with the Chief of Police, Municipal Judge, and City Prosecutor

·     Answers and fields questions, concerns, and complaints from the general public;

·     Performs data entry on various software applications;

·     Performs clerical duties for the Police Department and Municipal Court, including typing, filing, opening and distributing mail, and responding to inquiries or emails ;

·     Follows up on communications or service requests to the Police Department and Municipal Court;

·     Processes investigative summaries, reports, and case files;

·     Prepares all court documents as needed;

·     Informs appropriate individuals of those persons failing to comply with court orders;

·     Maintains and updates departmental forms;

·     Monitors unresolved court cases;

·     Prepares weekly and monthly reports for the department or court as needed or required;

·     Processes time sheets for officers;

·     Prepares, maintains, and enters municipal court docket;

·     Enters court information (disposition of case) in department computer;

·     Tracks individual criminal history for outside agencies;

·     Records and prepares reports for state agencies as required (e.g., KBI, KHP, etc.);

·     Handles court payments, monitors payment plans, and submits debts for collection per city policies;

·     Follows department policies and procedures.

MARGINAL FUNCTIONS

·     Prepares special reports for the Chief of Police;

·     Assists Police Officers as needed;

·     Maintains departmental supplies and inventory;

·     Contacts attorneys for case dispositions;

·     Tracks cases or history for judges and attorneys;

·     Reviews and maintains all state and city forms and reports;

·     Completes surveys and questionnaires;

·     Assists other departments as needed;

·     Performs other duties as deemed necessary or assigned.

FLSA:                                     NON-EXEMPT

ADA:                                          APPLICABLE

FMLA:                                        ELIGIBLE

OSHA:         

WORKING CONDITIONS: Primarily Office

POLICE CLERK/COURT CLERK

POSITION REQUIREMENTS

Experience: One to three years of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within one year of employment.

Education: A high school diploma or GED is required is required for this position.

Technical Skills: The ability to proofread and interpret law enforcement reports and forms. Excellent interpersonal skills, general knowledge of computer and law enforcement related software. The ability to concentrate on tasks in the presence of distractions, to complete and check forms and documents, to understand and anticipate problems, and to read and interpret maps, manuals, legal documents, reports and written instructions is required. This employee should possess excellent public relation, oral and written skills.

Problem Solving: Independent problem solving is involved in this position. This employee should be able to assess situations and make decisions to resolve issues or seek proper guidance to resolve encountered problems.

Decision Making: Independent decision making is involved in this position. This employee makes decisions about performing daily duties in the safest and most efficient manner. In collaboration with the Municipal Judge, Chief of Police, and City Prosecutor this employee helps make decisions regarding municipal court operations.

Supervision: This employee works with occasional supervision from the Chief of Police, and does not exercise supervision over subordinate personnel.

Financial Accountability: This employee is responsible for the safe operation of department equipment. This employee does have limited authority to purchase necessary department supplies. This employee does not participate in the annual budget process.

Personal Relations: Daily contact with the general public, co-workers, and supervisory personnel, and occasional contact with the City Manager and the organization’s governing body is expected.

Working Conditions: No adverse working conditions exist within this position. Working in an office setting with a computer is the primary aspect of this position.

Physical Requirements: Physical activity associated with working in an office setting is required to perform the daily duties of this position.

This job description was last updated in August 2025.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.