Records Clerk
Description
Grade: STA2 FLSA Status: Non-Exempt
Supervisor Title: Records Supervisor
Salary: Starting salary is $25.83 to $28.34/hr / $53,726.40 to $58,947.20/yr, with potential to earn up to $36.20/hr. / $75,296.00/yr.
Minimum Qualifications Of Education And Experience
• High school diploma/GED is required.
• One (1) year of experience performing office administrative support functions in a business office or criminal justice setting.
• Must possess a valid driver's license and be able to drive in the state of Minnesota.
Nature Of Work
• This role enters, files, and retrieves public safety data and other information as needed; provides customer service, and assists with receiving, storing, preservation, and disposition of evidence.
About Us
Our employees are committed to working in an environment that fosters the core values of the City of Mankato – positive attitude, accountability, respect, teamwork, and integrity. We care about making a positive difference in the lives of others. Our work is challenging and has purpose. We listen and engage with each other and our community. We are empowered and trusted to make good decisions that align with the public service principles and core values. Our organization is committed to investing and developing each other. We will recognize and celebrate our collective achievements and individual accomplishments.
We take pride in investing in our employees. Our team enjoys a supportive work environment that encourages not only success for the community we serve, but for you as well. Come grow your career with us!
Duties / Responsibilities
Primary Essential Work Functions
• Provides customer service to visitors in the lobby, by phone, and email by answering questions or directing them to the appropriate person or department.
• Processes and responds to data requests in accordance with data practices laws, policies, and procedures.
• Takes payments for reports, parking tickets, and other miscellaneous Public Safety revenue utilizing financial software (Tyler Munis).
• Creates and processes purchase orders and creates invoices for miscellaneous billings using financial software (Tyler Munis).
• Processes police and fire reports and associated documents in a Records Management System (RMS) in accordance with the National Incident Based Reporting System (NIBRS), department regulations, state statutes, and data practices.
• Assists the Property and Evidence Clerk with evidence intake, release, and preparation for submission to prosecutors.
• Accepts, reviews, and processes various permit and license applications, paperwork needed for predatory offender checks, and tow reports.
• Conducts background checks.
• Maintains and audits data entered into local, state, and federal databases to ensure records are accurate and up to date.
• Transcribes statements and investigative recordings.
Communicates With
• Internally – Public Safety and other city staff
• Externally – General public, attorneys, insurance companies, courts, probation officers, parole officers, and Department of Corrections
Supervision
• Non-Supervisory
Other Work Functions
• Performs physical and mental demands and work environment requirements for this position.
• Attendance during regularly scheduled work hours and outside regular hours as necessary.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and community customers.
• Performs other related work as assigned or apparent.
Qualifications / Conditions Of Employment
Conditions of Employment:
• Satisfactory completion of pre-employment assessment, background examination, drug testing, and fingerprinting.
• Ability to obtain Minnesota Justice Information Services (MNJIS) Certification and MN Notary Public Commission within six (6) months of employment.
• Must meet expectations of the work functions and knowledge, skills, and abilities for the position.
• Must comply with organizational and departmental policies.
• Must comply with data practices policies and standards relative to not public data. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the not public data must be properly stored according to city policy and the Minnesota Statutes.
Hours of Work
Operating hours of the Public Safety Records Division are Monday-Friday, 8:00 a.m. to 5:00 p.m.
City of Mankato
2025 Benefits Overview
For Regular Full-Time Employees
The City of Mankato provides a comprehensive, balanced, and competitive benefits package as part of your total compensation. The City's benefits programs address both the immediate needs that you and your family may have, such as medical coverage or flexible spending accounts, and your long-term needs, such as retirement savings. The following outline of City-offered benefits serves as an overview and does not provide all provisions, limitations, and exclusions. If there is a contradiction between this and the official plan documents, the plan documents will prevail.
Employer Provided Benefits
Paid Vacation:
Vacation Accruals, Utilization, And Payouts Vary Within Each Collective Bargaining Agreement And/or Employee Handbook. The Following Is The General Overview Of The Vacation Benefit
• Vacation hours may be accrued to a maximum of 50 days or 400 hours.
• Hours are accrued incrementally each pay period.
• Vacation hours may be taken in 30-minute increments.
• Unused balance carries over year to year.
Years of Service - Vacation Days Per Year
0 - 5 years - 10 days
6 - 10 years - 15 days
11 - 14 years - 17 days
15 -20 years - 20 days
21 years - 21 days
22 years - 22 days
23 years - 23 days
24 years - 24 days
25 years - 25 days
26 years - 26 days
27 years - 27 days
28 years - 28 days
29 years - 29 days
30+ years - 30 days
Paid Sick Leave
Employees earn 8 hours of sick leave per month.
11 Paid Holidays And 1 Floating Holiday
All regular full-time employees of the City, except those who are governed by a union contract or different holiday policy, receive the following paid holidays:
• New Year's Day
• Martin Luther King, Jr. Day
• Presidents Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Friday After Thanksgiving Day
• Christmas Day
• Floating Holiday
Health Insurance Coverage Through Blue Cross/Blue Shield Of MN
• Health insurance plans to choose from: $5,000 HDHP with an HSA, $3,300 HDHP with an HSA, $500 CMM, $100 CMM/Traditional Plan
• City contributes up to $1,102.54/month ($13,230.48 annually) towards single coverage plans; and up to $2,756.36/month ($33,076.32 annually) for family coverage plans.
• All employee contributions towards premiums are deducted through payroll deductions on a bi-weekly basis.
• City contributions for union members will follow negotiated contract language.
Employer and employee contributions for non-union employees are shown below. Please note that union employee health insurance benefits may vary by contract.
NICE Healthcare (Free To All Full-time Employees)
NICE Healthcare is an integrated primary care clinic – meaning NICE offers almost all of the services of a traditional primary care clinic and then some. And better yet, NICE brings that care to your home, office, or wherever you happen to be.
Offers Employees And Their Household Members An Amazing Healthcare Benefit With No Out-of-pocket Fees. Below Are The Comprehensive Primary Care Services That NICE Offers
• Same-Day Chat and Video Visits
• In-Home Visits with 35 Free Labs and Physical Tests
• 550+ Free Medications Can Be Prescribed by Our Clinicians
• Free Virtual Physical Therapy
• Free Virtual Mental Health Therapy
• Free In-Home X-rays and EKG Services
Term Life Insurance
The City provides a term life insurance policy at no cost to the employee. (Face value is 125% of employee's base salary up to a maximum of face value of $50,000).
Retirement - PERA (Public Employees Retirement Association)
• Must participate as directed by Minnesota Statutes.
• Employer and employee contribution rates vary depending on position.
• May obtain refund of employee contribution on termination of service.
2024 Employer/Employee PERA Contribution Rates - Effective January 1, 2025
Contributions are calculated on gross bi-weekly salary each pay period.
Coordinated Plan
Employer: 7.5%
Employee 6.5%
Police and Fire Plan
Employer: 17.7%
Employee 11.8%
Optional Voluntary Benefits Available
The following benefits are available on an elective basis at the employee's choice:
Deferred Compensation Plans (457)
Plans available through Mission Square Retirement, Nationwide Retirement Solutions, and MN State Deferred Compensation Plan.
Health Care and Day Care Flexible Spending Accounts
Computer Purchase Program
0% interest for up to 3 years (max. $3,500) to purchase a home computer
Voluntary Payroll Deductions Available For
• Dental Insurance – Coverage through MetLife – 100% employee cost
• Vision Insurance – Coverage through MetLife – 100% employee cost
• YMCA membership at corporate rates
• Savings Bonds
• Various voluntary group life and disability plans.
• AFLAC
Credit Union Membership – Eligible for membership
• MN Valley Federal Credit Union
• Affinity Plus Federal Credit Union
Vacation Purchase Program
Employees may purchase additional vacation time (limits apply).
Employee Assistance Program (EAP)
In Addition
The City of Mankato is a qualifying employer of the Student Loan Forgiveness Program.
Questions regarding benefit information can be directed to Human Resources at 507-387-8664.
01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
• Yes
• No
02
Which of the following best describes your level of education?
• High school diploma / GED
• Some college
• Associates / 2 Year Degree/Certificate
• Bachelors
• Masters or higher
• None of the above
03
If applicable, please list the specific field of study in which you possess a degree. If no degree, type N/A.
04
Do you currently have a valid Minnesota driver's license or a valid driver's license from another state?
• Yes, I have a valid Minnesota driver's license.
• Yes, I have a valid driver's license form another state.
• No, I do not currently possess a valid driver's license.
05
Which of the following best describes your years of full-time paid work experience in a business or criminal justice setting that includes administrative support experience, such as data entry, report writing and/or processing, records management, and customer relations/service responsibilities?
• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years
06
Describe the administrative support experience you indicated in the question above. If you do not have experience, type N/A.
07
Which of the following best describes your years of experience working in a service-oriented role interacting with people?
• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years
08
Describe what in your application demonstrates your experience interacting with people in a service-oriented role. If you do not have experience, type N/A.
09
Which of the following best describes your years of employment experience performing multiple tasks simultaneously, taking and responding to volumes of calls, and troubleshooting customer problems?
• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years
10
Which of the following best describes your years of employment experience performing general clerical duties such as but not limited to photocopying, filing, data entry, reporting and scanning?
• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years
11
Which of the following best describes your years of employment experience performing customer service duties, such as, but not limited to, greeting the public, handling phone calls, answering questions, and troubleshooting customer problems?
• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years
12
Describe what in your application demonstrates your customer service experience. If you do not have experience, type N/A.
13
Which of the following best describes how frequently you interact face-to-face with customers in your current role or previous position?
• Hourly
• Multiple times a day
• Once a day
• Multiple times a week
• Once a week
• None of the above
14
In the Public Safety Department Records Division, we use the following types of software. Please indicate the current versions of software that you are PROFICIENT in using. (Select all that apply)
• Microsoft Office Word
• Microsoft Office Excel
• Microsoft Office Outlook
• Microsoft Office PowerPoint
• Records Management System
• Work Order Management Software
• Customer Service / Complaint Software
• Knowledge Base Systems
• Tyler Munis or other financial management software
• None of the above
15
Do you currently possess a Minnesota Justice Information Services (MNJIS) Certificate?
• Yes
• No
16
Are you currently a registered Minnesota Notary?
• Yes
• No
17
Which of the following best describes the percentage of your work day that is spent creating and editing documents and spreadsheets?
• Less than 20% of my overall time.
• More than 20%, but less than 40% of my overall time.
• More than 40%, but less than 75% of my overall time
• More than 75% of my overall time.
• N/A - I do not have experience in this area.
18
CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not be limited to, verification of employment and education records, identification verification, driver's license record, a criminal history, and fingerprinting?
• Yes
• No
19
Are you willing to work in a highly stressful environment on a daily basis?
• Yes
• No
20
Are you willing to make critical decisions under considerable pressure and stress?
• Yes
• No
• Required Question
Government Administration
Administrative
Full-time