Police Records Clerk/Custodian

Job Description

Job Description

THE CITY OF PORTALES, NEW MEXICO

POSITION POSTING #2026-40

POSITION:                    RECORDS CLERK                  
DEPARTMENT:             POLICE                                  
STATUS:                       NON-EXEMPT
REPORTS TO:              POLICE CHIEF AND/OR POLICE RECORDS SUPERVISOR
SHIFT:                           FT REGULAR / 40 HOURS PER WEEK
SALARY:                      $13.48 - $17.59/ $28,038.40 – $36,587.20ANNUALLY

GENERAL DESCRIPTION:

Reporting to the Chief of Police and/or Police Records Supervisor, the Records Clerk performs numerous and varied duties involved with the maintenance of extensive records, reports, and files in support of Police activities.  Work involves typing various documents and filing appropriately.  Working with numerous and varied confidential documents and reports, this position requires a high level of discretion relative to information received and disseminated.  This position also requires a willingness to work irregular hours, weekends and holidays as necessary. 

TASKS AND RESPONSIBILITIES:

Although the following are typical of the tasks and responsibilities routinely performed, additional duties and/or responsibilities requiring comparable or lesser skills, knowledge or dexterity may be assigned.

1. Type, process and file numerous, varied reports and records.
2. Enter and maintain records on computer.
3. Make photocopies of documents as needed by various personnel and agencies.
4. Maintain various logs of citations, arrests, and photographs.
5. Deliver reports to the courts on a regular basis.
6. Compile and prepare statistical information relative to accidents and criminal activity.
7. Answer correspondence as directed.
8. Turn in money received each month.
9. Must be able to deal with the public in a courteous manner, sometimes under stressful conditions.
10. Answer the telephone in a professional manner taking accurate messages as needed.
11. Perform related duties as assigned by supervisors.

KNOWLEDGE, EXPERIENCE, AND SKILLS:

1. High school diploma or GED required, associate or bachelor’s degree preferred.
2. Must have a valid New Mexico driver’s license.
3. Ability to communicate effectively with other employees, other agencies, and the general public using tact, courtesy, and good judgment.
4. Must be computer literate.
5. Physically perform essential functions of the job.
6. Must be at least 18 years of age.
7. Possession of a good reputation and background, which will withstand pre-appointment investigation.

WORK SCHEDULE :

The regular workweek is 8 hours a day for 5 days a week, subject to callback, weekends, and holidays, as necessary.  Additional time may be required after regular hours.  Schedule to be established by supervisor.

PRE-EMPLOYMENT REQUIREMENTS:

1. Must pass a background investigation including work history, criminal records, driving records and other records deemed necessary.

CONDITIONS OF CONTINUED EMPLOYMENT:

1. Candidates must have and maintain a satisfactory driving record and insurability in accordance with the City’s insurance carrier.
2. Employees must maintain a source of communications for off duty work related communications.

DEADLINE TO SUBMIT REQUIRED APPLICATION: Position to remain open until filled, first review of applicants: 4:00 p. m., November 17, 2026, then weekly thereafter.  Applicant must submit required application to Human Resources at City Hall, 1028 W. Community Way, Portales, N.M.  88130 or online at

The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.

I have received the job description posting and I am capable of performing the essential functions for the position.

Applicant Signature                                                                                           Date                              

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