Part-time Police Clerk

Position Summary

Performs a variety of responsible clerical, administrative, and technical duties in support of Police Department records management and public information requests. Responsible for processing records requests in compliance with the Government Records Access and Management Act (GRAMA), maintaining accurate records systems, and ensuring proper handling and redaction of sensitive law enforcement information. This position must work well independently while providing professional, respectful customer service and maintaining strict confidentiality.

Supervision Received

Works under the direction of the Support Services Supervisor. Supervision Exercised: None

Part-Time Role Expectations

Position typically works 20 hours per week on-site. Requires consistent productivity, the ability to manage workload independently, and reliability in meeting deadlines.

Essential Functions

• Process records requests
• Handle incoming GRAMA requests from the public, media, attorneys, and other agencies
• Review and classify records
• Determine whether records are public, private, protected, or controlled under GRAMA
• Redact sensitive information
• Redact sensitive and confidential information from records prior to release, including juvenile information, personal identifiers, and details related to ongoing investigations
• Maintain records systems
• File, scan, index, and organize police reports, citations, arrest records, and case files
• Respond within legal deadlines
• Respond to GRAMA requests within strict statutory timelines, typically 10 business days or 5 days for expedited requests

Minimum Qualifications

• Education/Training: High school diploma or equivalent; additional education or training in criminal justice, public administration, or a related field preferred, AND One (1) to three (3) years of clerical, records management, or administrative experience, preferably in a law enforcement or government setting. OR Any combination of experience and education that would provide the required knowledge, skills, and abilities.
• Knowledge: Government Records Access and Management Act (GRAMA) classifications and exemptions. Records management systems (RMS) and database operations. Basic legal terminology, policies, and statutes related to public records. Standard office practices and procedures.
• Skills: Accurate and detailed record review and redaction. Organization and records management. Effective written and verbal communication. Customer service and public interaction.
• Abilities: Interpret statutes and apply legal standards to records. Maintain strict confidentiality and integrity when handling sensitive information. Manage multiple requests and meet strict deadlines. Work independently with minimal supervision. Communicate clearly with the public regarding records processes, denials, or redactions. Handle difficult or persistent individuals professionally.

Special Requirements

• Must obtain and maintain GRAMA certification.
• Successfully pass a background investigation.
• Ongoing training required to remain current with legal updates and compliance requirements.
• May be required to assist in cross-functional duties such as front desk or evidence support.
• CANVA experience preferred.

Physical Requirements

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions. Work is primarily sedentary, requiring frequent sitting, typing, and viewing computer screens. Occasional standing, walking, and light lifting (up to 25 pounds) may be required.

Work Environment

Work is performed primarily in an office setting within a police department. The environment may involve frequent interruptions and interaction with the public, including occasional high-stress or sensitive situations. Noise levels are typically moderate.