Head Clerk, Investigations - Detective Bureau

Job Description

Primary purpose:

The Head Clerk in the Detective Bureau performs a variety of clerical activities including data entry and retrieval, processing of check/money order transactions; permitting and licensing; records maintenance; telephone answering; and protects the confidentiality of file folders and files storage containers.

Supervision:

Supervision Received: Reports to the Detective Bureau Commander. 

Supervision Given: None.

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Clerical Support: Answers the telephone, maintains the filing system for efficient retrieval of information, enters supplements into the Police Department's records management system, prepares and maintains case investigation folders, prepares Quarterly and Annual Reports for the Detective Bureau Commander, enters daily attendance into the computer, enters overtime and earned comp time  into the Payroll System, enters required data into the Microsoft Excel overtime coverage account, records and maintains the use of Special Leave, vacation days/weeks, etc., taken by Bureau members, and archives records, reports, logs and other materials as required. Completes special projects as assigned by the Detective Bureau Commander.

Bookkeeping: Maintains a record of funds received for all Detective Bureau fee-based services (fingerprinting, firearms licensing, Solicitors' Permits, Second-Hand Dealer's Licenses), completes Schedules of Payments to City Treasurer, and turns over all funds to the Chief s Office for processing on a weekly basis.

Fingerprinting: Fingerprints Newton residents for various licensing and employment requirements, including firearms applicants and applicants for the position of Newton Police Officer.

Firearms Licensing: Processes all applications for Licenses to Carry Firearms, Firearms Identification Cards, Licenses to Possess Machine Guns, and Firearms Dealer's Licenses. This requires knowledge of Massachusetts Gun Laws and a working knowledge of the Massachusetts Instant Record Check System (MIRCS). The Detective Bureau Clerk works closely with the Firearms Licensing representative in the Chief s Office and prepares all applications and background checks to aid in the suitability investigation for applicants, and approval or denial of the application. Enters and updates firearm license information into the MNI (Master Name Index) in the Police Department's records management system.Submit all applicants paperwork to DMH (Massachusetts Department of Mental Health), and submits all applicants information and new applicants' digital prints to AFIS (Automated Fingerprint Identification System).

Solicitors Permits: Processes and issues permits for door-to-door-sales. This involves completing background checks, presenting the completed applications to the Chief’s Office for approval, typing up the actual permits, affixing photos, collecting permit fees, updating the current solicitors list for Dispatch and the Officer-In-Charge (OIC), and maintaining the Solicitor's file in the Detective Bureau.

Must successfully complete training and pass testing on the Criminal Justice Information System (CJIS).

Follows and adheres to all written directives including rules, regulations, policies, procedures, practices and guidelines on ethics.

Attends and participates in staff meetings and other meetings and workshops.

Performs other duties as required by the Bureau Commander.

Qualifications:

(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities as outlined in this position description, regardless of the qualifications listed below to apply.)

Education, Training and Experience: High School/GED and one to three years related experience and/or training or equivalent combination of education and experience. Knowledge of clerical practices, office procedures and the operation of office equipment, such as personal computers and computer software, data processing and/or word processing.

LANGUAGE SKILLS: Ability to read and comprehend instructions, correspondence and memos. Ability to write correspondence and memos. Ability to present information effectively, which may be controversial in nature, one- on-one, in small groups, to citizens, or employees of the city.

MATHEMATICAL SKILLS:Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY: Ability to apply common sense understanding to carry out straightforward written or oral instructions. Ability to deal with problems involving clearly prescribed standardized practices.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical skills and effort:

(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

The physical demands described here represent those ·requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Performance Standard:

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

Expected Hiring Range of the position will likely be in the first three steps of the above pay range for external candidates.  Initial placement will be based on qualifications and experience and will be made in accordance with the applicable collective bargaining agreement.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees