Police Records Clerk - SR-11

Duties Summary

Performs a variety of clerical work in checking and processing police records and reports for conformance with departmental and legal requirements; processes and maintains logs of warrants, subpoenas and other legal papers; registers and processes transfer of firearms; and performs other related duties as required.

Examples of Duties

• Receives and processes forms from operating commands and reviews for completeness and accuracy.
• Reviews police investigative reports for accuracy and conformance to established departmental and legal requirements.
• Sends notices for explanation, clarification, and/or additional follow-up by operations personnel.
• Inputs and deletes information from computerized files.
• Maintains and controls the criminal and miscellaneous reports files by classifying and filing reports by types and degrees of crimes.
• Processes and maintains log of subpoenas, outstanding bench warrants, and other legal documents received from the courts and other agencies.
• Receives, logs, and distributes documents from other jurisdictions and returns them properly executed.
• Receives request for and processes criminal abstracts.
• Collections fees and issues receipts for criminal abstracts.
• Receives bail money and prepares transmittal sheet for forwarding to the respective court.
• Receives and processes applications for permits to acquire firearms.
• Examines and registers firearms.
• Searches files to check records of the seller/buyer before transfer and issuing permit to possess firearm or registering firearm.
• Keeps monthly statistics of registration and transfer and makes periodic inspection to discover unused firearm permits.
• Searches firearm files to ascertain previous registration and stolen property file for theft of said firearm.
• Ensures that weapon being registered is permissible under federal, state, or local laws, and that person is eligible to possess such weapon.
• Typing registration.
• Fingerprints and photographs applicants.
• Receives and processes requests for copies of police reports.
• Collects fees for copies made and issues receipts.
• Provides information to authorized individuals over the counter or by telephone.
• Fingerprints individuals for ID's, naturalization, immigration, employment, bonding, and powder license applicants.
• Provides assistance to the Police Evidence Custodian in filing, storage, and retrieval of evidence and records.
• Provides assistance to the Fingerprint Technician in screening rolled prints.
• Makes copies of photos for photo lineups.
• May train new personnel.
• May supervise and review the work of others.

  Minimum Qualification Requirements

  • Training and Experience: A Combination Of Education And Experience Substantially Equivalent To graduation from high school, and three (3) years of clerical experience, of which one (1) year shall have involved the filing and maintenance of police records (for example: traffic accident reports, criminal complaints, fingerprinting cards, criminal abstracts, firearm permitting and registration), and must be qualified to carry and/or possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor or felony domestic violence conviction.
  • Substitution of education for required clerical experience: an Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience).
  • (Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience).
  • Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency.
  • (Scan and attach a copy of your official credential evaluation report to your application).

  Examination

  All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application. Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week. Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

  Knowledge and Abilities

  • Police records' filing methods and systems;
  • General office practices and procedures;
  • Arithmetic computations;
  • Grammar, spelling, and word usage;
  • Purposes and uses of standard office machines and equipment.
  • Keep accurate records and maintain files;
  • Prepare reports;
  • Understand and interpret federal, state, and local laws, ordinances, regulations, and policies;
  • Follow oral and written instructions;
  • Type rapidly and accurately;
  • Compare names and numbers accurately;
  • Deal tactfully with the public;
  • Work harmoniously with others.

  Physical Requirements

  • Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

  Benefits of County Employment

  • Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
  • Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
  • Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
  • Training and Development: The County provides a variety of training and development opportunities for employees.
  • County Tuition Reimbursement Program: Scholarship program for employees who take the initiative to advance their education and learning, subject to eligibility requirements and 21 days per year.

  Supplemental Information

  • Please scan and attach these supporting documents to your on-line application, if required: an official college transcript, a valid driver's license, a temporary assignment verification, professional licenses, and/or certificates.
  • Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.