Police Documents Clerk - SR-11

Hawai'i Police Department - Technical Services - Records and Identification Division

There is one (1) immediate permanent full-time vacancy with the Hawai'i Police Department - Technical Services - Records and Identification Division in Hilo. The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

Examples of Duties

• Records, reviews, distributes, processes, and accounts for all warrants, subpoenas, Grand Jury indictments, penal summons, temporary restraining orders (TROs), protective orders and other legal instruments received from the courts and other agencies.
• Reviews legal instruments and other documents in accordance with established criteria and procedures for validity; privacy issues; scope, type, and format of information being requested; and determination of appropriate division(s) from which information is required.
• Conducts preliminary background research, such as checking automated and manual files for related information; obtaining copies of pertinent documents such as previous reports, criminal abstracts, bail receipts, statistics, and tow logs.
• Monitors suspense dates and receipt of information requested from various divisions to ensure prompt responses to legal instruments and other documents that are time-sensitive.
• Reviews responses and reports received from various divisions for criteria such as completeness, proper formatting, and adherence to prescribed procedures.
• Answers questions and provides information to the public, police officers, attorneys, prosecutors, the courts, and Federal and other governmental agency personnel.
• Updates computerized and manual files; inputs wanted person's data.
• Researches, compiles, and prepares information for crime information bulletins.
• Prepares various forms and reports; routes to appropriate individuals.
• Queries computerized files to check for related information such as outstanding warrants and previous cases.
• Arranges the transfer of prisoners to/from Hawai`i County when the offender is in custody after execution of a Bench Warrant or a Warrant of Arrest; ensures that all documents are completed and requirements met for the proper transfer of the offender.
• Prepares closing reports on warrants that are not served, recalled, and returned to the courts.
• Prepares photo lineups and provides copies of mug shots for investigation, press releases, or attachments to legal instruments to aid in the service of said documents.
• Complies with all Federal, State, and County laws, regulations, and policies relating to occupational safety and health.
• May supervise others as assigned.
• Performs other related duties as assigned.

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,
• one (1) of which shall have involved the processing and maintenance of police records.

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). Note: Foreign transcripts must be accompanied by an official transcript or credential evaluation to determine U.S. equivalency. 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. Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: office practices and procedures; various types of police records; filing methods and systems; procedures for the recording, processing, and accounting of warrants, subpoenas, and other legal instruments; applicable procedures of the courts and the prosecuting attorney's office; departmental policies and regulations; the uses and purposes of standard office equipment. Ability to: maintain various police records and files; properly account for warrants, subpoenas, and other legal documents; understand and apply pertinent laws, rules, and procedures; operate a typewriter, personal computer, and other office equipment; follow oral and written instructions; deal tactfully and courteously with coworkers, personnel from other governmental agencies, and the public. 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. Physical Effort Grouping: Light

Benefits of County Employment: The County of Hawai'i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• 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 has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees' Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai'i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

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