Under the direction of the Manager, Dispatch Shift, the Records Clerk provides administrative support for the Department of Public Safety (DPS). This role manages data entry, record processing, and information release, while responding to inquiries from DPS and external departments. This position reviews report requests to determine appropriate disclosure and ensures compliance with policies and procedures to deliver high-quality security services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Maintains accurate DPS records by entering, updating, and managing data across automated and manual systems. Oversees system configurations and workflows, including user access, role and code management, data entry templates, profile settings, and reporting design to ensure integrity and compliance.

2. Receives, reviews, logs, copies, distributes and files reports to ensure an efficient DPS reporting and record keeping process. Identifies opportunities for improvement and collaborates with department leadership to make effective changes.

3. Provides customer support via phone, responding to information requests from internal departments and external agencies. Assists in resolving complaints and processes report requests in compliance with Tribal guidelines for information release.

4. Monitors the quality of computer data entry through audits, revisions and making corrections as needed.

5. Supports in the development of training programs consisting of record keeping processes to ensure consistency in data entry and maintenance. 

6. Performs other duties as assigned to support the efficient operation of the department.

 EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High school diploma or GED required. 

• Minimum one (1) year of related experience required.

• Minimum six (6) months of that time must be of increasingly responsible technical, administrative, or analytical experience in a public safety agency, in related function areas.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Experience with Tritech/Central Square Enterprise Records Management System strongly preferred.
• Knowledge of a variety of automated and manual law enforcement systems strongly preferred. 
• Experience with record management systems (RMS), including the technical and operational aspects, and relevant laws, codes, and regulations strongly preferred. 
• Knowledge and experience with modern office procedures and methods are strongly preferred. 
• Ability to effectively use computer programs for document creation, data management, and graphic presentations is preferred.
• Must possess familiarity with internet and electronic communication usage and methods.
• Experience utilizing statistical methods and principles for work is preferred.
• Strong verbal and written communication skills required.
• Ability to apply modern techniques for proper maintenance and collection of  records and related documents; stays current with laws governing record retention, release, and management.
• Strong time management skills with the capacity to prioritize and meet deadlines effectively.
• Ability to adhere to tribal, federal, state, and local laws, regulations, and guidelines relevant to records management.
• Possesses a strong work ethic and excels both independently and in collaborative team environments.
• Ability to make sound decisions, manage multiple priorities, maintain organized workflows, and meet strict deadlines with minimal supervision.
• Must be a self-starter who can make effective decisions, handle multiple priorities, maintain an organized workload, and meet strict deadlines with minimal supervision. 
• Maintains confidentiality and ensures security of sensitive information throughout all records management processes.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Add Job Specific Licenses, Certifications and Registration.

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!