Police Records Clerk

Performs responsible and confidential administrative and records-management duties in support of the Police Department. Maintains, processes, retrieves, and distributes police records and related information; provides customer service to department personnel, other governmental and law enforcement agencies, and the public; processes payments, permits, citations, and other departmental records; and performs related administrative duties requiring accuracy, confidentiality, sound judgment, and attention to detail.

Demonstrate honesty, integrity, professionalism, and ethical conduct when interacting with employees, law enforcement personnel, other agencies, and the public.

Establish and maintain cooperative working relationships with those contacted in the course of work.

Maintain regular, punctual, and dependable attendance.

Receive, process, enter, maintain, retrieve, and distribute police records and related documents, including incident and crime reports, arrest records, citations, traffic reports, correction tickets, complaints, permits, animal control records, stolen property information, and other departmental records.

Enter, update, verify, and retrieve information using Police Department computer systems and databases while maintaining the accuracy and integrity of departmental records.

Review records and information for completeness and accuracy and perform records searches in response to authorized requests.

Maintain the confidentiality and security of sensitive, protected, and law-enforcement-related information.

Respond to requests for police records and other information from department personnel, other governmental and law enforcement agencies, and members of the public in accordance with established policies and procedures.

Assist customers in person, by telephone, electronically, and through written correspondence; answer questions, provide general information, take messages, and appropriately route inquiries.

Process and issue permits and other documents authorized by the Police Department.

Collect and account for payments associated with parking tickets, permits, copies of records, impounded vehicle fees, and other departmental services.

Count, reconcile, document, and prepare collected revenues for deposit.

Sort, file, copy, scan, distribute, and otherwise process crime reports, traffic reports, citations, correspondence, and other departmental records for distribution to appropriate local, state, and federal agencies or personnel.

Prepare, type, edit, and proofread correspondence, memoranda, reports, forms, and other documents from written or verbal instructions.

Perform confidential administrative support duties for supervisors and other Police Department personnel as assigned.

Attend meetings and, when assigned, record proceedings, prepare notes, or provide other administrative support.

Follow applicable departmental policies and procedures and learn and apply federal, state, and local requirements pertaining to police records and information.

Perform other related duties as assigned.

Knowledge of:

Principles and practices of records management, recordkeeping, filing, and document retention.

Modern office practices, procedures, methods, and equipment.

Computerized records systems, databases, word processing, spreadsheets, and other office software.

Business correspondence, basic report preparation, and professional communication.

English usage, spelling, grammar, and punctuation.

Principles of effective customer service.

Practices necessary to safeguard confidential and sensitive information.

Ability to:

Learn the organization, operations, policies, and functions of a municipal law enforcement agency.

Learn, understand, and appropriately apply federal, state, and local laws, regulations, ordinances, policies, and procedures pertaining to police records.

Maintain confidentiality and exercise appropriate judgment when handling sensitive information.

Accurately enter, maintain, retrieve, and verify information in computerized records systems.

Conduct records searches accurately and efficiently.

Organize and maintain police records and compile information for reports and other purposes.

Perform detailed work with a high degree of accuracy.

Prioritize assignments and work independently with limited supervision.

Operate computers and other standard office equipment.

Communicate clearly and professionally, both orally and in writing.

Provide effective customer service when responding to requests from employees, other agencies, and members of the public.

Understand and follow oral and written instructions.

Establish and maintain effective working relationships with coworkers, law enforcement personnel, representatives of other agencies, and the public.

Handle difficult, sensitive, or confidential situations professionally and appropriately.

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way of obtaining the required qualifications is:

Experience:

One year of administrative support, clerical, records-management, or responsible recordkeeping experience that includes data entry and the use of computerized information systems.

Training:

Equivalent to completion of the twelfth grade. Additional training or coursework in office administration, records management, criminal justice, business, computer applications, or a related field is desirable.

License or Certification:

None required.