[Ord. 2018-885, 10-15-2018]
There is hereby created the Office of Police Records Clerk of
the City of Lincoln.
[Ord. 2018-885, 10-15-2018]
(A)
The Police Records Clerk shall be appointed by the Mayor by and with
the advice and consent of the City Council. The Police Records Clerk
shall be confirmed by the City Council, upon recommendation received
from the Chief of Police, and said choice shall be considered by the
Council solely on the basis of the individual's administrative
qualifications with special reference to actual experience in or knowledge
of the duties of his office hereinafter set forth and specific professional
education for, actual experience in, and knowledge of accepted practice
in respect to the position.
[Ord. 2018-885, 10-15-2018]
(A)
The term of the Office of the Police Records Clerk shall be not shorter
than for one year nor longer than the term of the Mayor appointing
the Police Records Clerk. The Police Records Clerk may resign from
office or may be removed therefrom only in such manner as is provided
by the Statutes of the State pertaining to the resignation or the
removal of the appointed officers.
[Ord. 2018-885, 10-15-2018]
(A)
Before entering upon the duties of his office, the Police Records
Clerk shall furnish a surety bond in the amount of $5,000 to be approved
by the City Council, said bond to be conditioned on the faithful performance
of the Police Records Clerk's duties. The premium of the bond
shall be paid by the City.
(B)
Before entering upon the duties of his office, the Police Records
Clerk shall take and subscribe the oath of his office.
[Ord. 2018-885, 10-15-2018]
The Police Records Clerk shall receive compensation in such
amount and manner as the Council shall fix from time to time.
[Ord. 2018-885, 10-15-2018]
(A)
The Police Records Clerk, subject to the limitations defined in resolutions
and ordinances of the City and State Statutes, shall report directly
to the Chief of Police, shall be responsible to the Chief of Police
for the proper administration of police records, pursuant to the Statutes
of the State, the ordinances of the City, and the resolutions, motions,
and directives of the Corporate Authorities with duties including,
but not limited to, the following;
1.
General Duties:
(a)
Maintain at all times the confidentiality of all sensitive matter
associated with the duties of office. Disclosure of confidential information
may lead to the compromise of an investigation or the prosecution
of a criminal case. Disclosure of confidential information may also
lead to civil liability for the City of Lincoln. Unauthorized disclosure
of confidential information could lead to discipline and criminal
prosecution.
(b)
Perform a wide variety of technical and clerical duties in support
of departmental operations including those related to collecting,
indexing, processing, maintaining, retrieving, copying, and distributing
technical and confidential law enforcement data and information including
police reports, citations, warrants, protective orders, and subpoenas.
(c)
Draft and/or type, word process, format, edit, revise, and process
a variety of documents and forms including reports, correspondence,
memoranda, agenda items and reports, agreements, ordinances, resolutions,
technical and statistical charts and tables, and other specialized
and technical materials from rough drafts, dictation, modified standard
formats, and brief verbal instructions.
(d)
Enter, maintain, and retrieve data, reports, and information
into and from a variety of automated law enforcement records systems;
enter police reports and citations including names, vehicle information,
property, dispositions, and classification of charges.
(e)
Photocopy and distribute crime, incident, arrest, and accident
reports, warrants, subpoenas, follow-up requests, and related paperwork
to various agencies including departmental staff, other local and
State law enforcement personnel, insurance companies, and other agencies
and organizations; process and distribute police reports and criminal
complaints to the State's Attorney's Office for prosecution.
(f)
Assist, provide information, and respond to questions and concerns
from the general public, departmental staff, and other agencies in
person and by telephone; forward calls to appropriate personnel; take
and provide phone messages; respond to public inquiries for information
regarding police reports and other matters; ensure that the release
of records follows State, Federal, and local laws.
(g)
Perform duties as the department's Freedom of Information
Act (FOIA) Officer, which includes accepting and responding to all
approved requests for police records by the public and collecting
associated fees.
(h)
Assist with police file and record management including their
expungements, destruction, and transformation to digital records;
scan reports, citations, and photographs; shred old files; assist
in the implementation of file record management systems and programs.
(i)
Receive calls for service from individuals at the lobby; route
calls for service to dispatch in order for an officer to respond to
take report.
(j)
Perform general clerical duties including typing, distributing
mail, and filing.
(k)
Provide completed reports to State and local agencies as per
Federal and State guidelines.
(l)
Attend to a variety of office administrative details such as
ordering supplies, arranging for equipment repair, transmitting information,
and keeping reference materials up to date; organize and maintain
office and specialized files in accordance with the City's records
management program.
(m)
Other duties as assigned by the Chief of Police or his designee.
[Ord. 2018-885, 10-15-2018]
The term "City Council", whenever used herein, refers to the
entire City Council, sitting as one body, and not to the individual
members thereof. No individual member of the City Council shall have
any direct authority over the Police Records Clerk.
