Police Records Clerk

Police Department Administrative Support

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.

Salary for position is effective October 4, 2026.

Essential Functions

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.

Qualifications

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.

Supplemental Information

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.

Working Hours: Monday-Friday 7:00-3:30 or 8:00 -5:00 M-F, depending on departments needs.

Other: Bilingual preferred but not required. Candidates are subject to a background check.

Benefits

Rates Effective January 1, 2026 and are subject to change. This is a general guide for the purpose of informing all new employees of benefits. Coverage for all benefits, with the exception of the retirement savings plan, is effective the first of the month following one full calendar month of full time employment. Payroll deduction will begin in the month prior to the effective date of coverage. The retirement savings plan is effective on the first day of employment.

HEALTH INSURANCE: Blue Cross/Blue Shield coverage provided to the employee and dependents. There are two options: a Qualified High Deductible Plan with an HSA, or a Traditional PPO plan. If your spouse is eligible for coverage on their employer's group health plan, spousal coverage with the City is not available.

The semi-monthly premiums for the High Deductible Plan: ($3400/$5900 deductible)

• Employee only $ 29.78
• Employee 2/4 premium $ 85.22
• Employee and Family $173.97

The semi-monthly premiums for the Traditional PPO Plan: ($1000/$2000 deductible)

• Employee only $121.30
• Employee 2/4 $228.04
• Employee and Family $354.94

DENTAL INSURANCE: Delta Dental coverage provided to employee and dependents. The employee is responsible for a portion of the premium. $5.31 for Single, $10.49 for Emp. 2/4 or $21.78 for Family semi-monthly.

VISION INSURANCE: EyeMed Vision coverage is available to employees and dependents. The employee is responsible for the full premium. Employee only - $7.09; Employee/Spouse - $13.88; Employee/Children - $14.61; Family - $21.48. All rates are monthly payroll deductions.

LIFE INSURANCE: Securian/Ochs Life Insurance coverage provided for employee ($50,000), spouse ($10,000), and dependents ($5,000 each), with premiums paid by the City. Supplemental life insurance available for employee and dependents through payroll deduction.

RETIREMENT PLAN: Mandatory Ameritas Retirement Plan - 6% of gross earnings matched by the City. Effective on date of employment. Four year vesting schedule. Voluntary after-tax contributions up to 10% - not matched by City.

DEFERRED COMP: Five optional Deferred Compensation Plans which allow pre-tax contributions up to $23,500 per year.

LONG-TERM DISABILITY: CIGNA - LTD provided for employee. Pays a portion (60%, maximum of $8500 per month) of employee's salary should he/she becomes disabled.

CAFETERIA/125 PLAN: Optional participation by the employee. Can be used for medical expenses, non-employer sponsored premiums and/or dependent daycare.