Part Time Police Records Clerk

Job Description

Job Description

GENERAL JOB DESCRIPTION:

Employee performs a wide variety of clerical, administrative, and specialized records management responsibilities associated with the operation of the Waynesboro Police Department. Work involves the accurate preparation, entry, maintenance, retrieval, processing, and dissemination of police records and related information in accordance with Pennsylvania law, departmental policies and procedures, and applicable state and federal regulations.

The position requires a thorough understanding of police records procedures, records management systems, confidentiality requirements, and the proper handling and release of law enforcement records. Work involves effective and accurate written and verbal communication and frequent interaction with department personnel, other law enforcement agencies, courts, prosecutors, borough employees, and members of the public.

The Police Records Clerk also serves as a primary point of contact for members of the public entering or contacting the Police Department. The employee is responsible for answering telephone calls, greeting and assisting visitors at the front desk, providing information and directing members of the public to the appropriate department personnel or resources, and handling requests for police reports and other services in a professional and courteous manner.

The employee must exercise sound judgment, initiative, confidentiality, and discretion when handling sensitive and confidential law enforcement information. The position requires the ability to prioritize assignments, meet established deadlines, maintain accurate records, and work independently with minimal supervision. The Police Records Clerk works under the immediate direction of the Chief of Police or, in the absence of the Chief of Police, the police department Sergeant or other designated supervisor.

TYPICAL JOB FUNCTIONS:

• Maintains and updates departmental records in the Records Management System and related electronic systems, performing accurate data entry, quality control, retrieval, filing, and maintenance of records while ensuring compliance with reporting standards.
• Answers incoming telephone calls to the Police Department, determines the nature of the caller's request, provides appropriate information when authorized, and directs calls to the appropriate department member, division, or outside agency.
• Serves as the primary front-desk and telephone point of contact for the Police Department, professionally assisting the public, department personnel, outside agencies, and visitors; responds to routine inquiries and directs matters to the appropriate personnel.
• Assists members of the public who visit the Police Department with requests for police reports, records, forms, general information, and other services within the scope of the position.
• Determines the appropriate response to routine public inquiries and refers matters requiring police, investigative, supervisory, or emergency assistance to the appropriate department personnel.
• Maintains awareness of the security requirements of the police station and appropriately handles visitors and members of the public entering the facility.
• Receives and processes documents, correspondence, evidence-related paperwork, subpoenas, forms, and other materials delivered to the Police Department and ensures they are directed to the appropriate personnel.
• Maintains and administers the Department's Records Management System and related electronic records systems as assigned.
• Processes and maintains criminal case files, arrest records, fingerprint cards, arrest sheets, citations, and other documents associated with police investigations and arrests.
• Prepares criminal case packets and related documentation for submission to the District Attorney's Office, other prosecutorial agencies, courts, and defense counsel as required.
• Responds to and coordinates requests from prosecutors, courts, law enforcement agencies, and other authorized entities for police reports and supplemental information; coordinates report requests, data submissions, correspondence, and mail processing to ensure timely delivery and follow-up.
• Assists with the preparation, processing, and dissemination of records pursuant to Pennsylvania law, departmental policy, and applicable records disclosure requirements.
• Exercises appropriate judgment and discretion when determining whether records or information may be released and refers questionable or complex requests to the Chief of Police, designated Right-to-Know Officer, or other appropriate authority.
• Maintains the confidentiality and security of criminal justice information and other sensitive departmental records.
• Operates and utilizes state and federal criminal justice information systems as authorized and in accordance with applicable policies, regulations, and certification requirements.
• Assists with the administration and maintenance of CLEAN, JNET, cNET, and other criminal justice information systems as assigned.
• Assists with maintaining required user certifications, registrations, and access for department personnel.
• Assists with the preparation, review, and submission of required state and federal reports.
• Tracks and maintains records related to parking tickets, traffic citations, vehicle violations, dispositions, and other enforcement documents, ensuring records are accurately updated and maintained
• Maintains accurate records of case dispositions and updates departmental records when required.
• Responds to telephone calls, emails, correspondence, and in-person requests for information or assistance.
• Provides professional, courteous, and appropriate customer service while maintaining confidentiality and compliance with departmental policies.
• Provides information regarding procedures for obtaining police reports, records, copies, and other documents while ensuring compliance with applicable laws and departmental policies.
• Receives, processes, and maintains subpoenas, court correspondence, and other legal or administrative documents as directed.
• Assists department personnel with locating and retrieving historical police records and archived information.
• Maintains organized physical and electronic filing systems to ensure records can be located and retrieved efficiently.
• Performs data entry and quality-control functions to ensure the accuracy and integrity of departmental records.
• Assists with records retention, archiving, and destruction in accordance with applicable laws, regulations, and departmental retention schedules.
• Makes copies, scans, files, and distributes police reports and other departmental documents as authorized.
• Drafts, prepares, formats, proofreads, edits, and distributes reports, correspondence, memoranda, forms, notices, flyers, and other departmental documents, ensuring accuracy, proper formatting, completeness, and timely distribution.
• Proofreads and edits documents for accuracy, spelling, grammar, formatting, and completeness.
• Assists officers and supervisors with records-related questions and provides guidance regarding established records procedures.
• Maintains familiarity with changes to departmental records procedures, applicable Pennsylvania laws, and criminal justice information requirements.
• Assists in training department personnel regarding modifications or revisions to records management system procedures and reporting requirements.
• Assists with addressing departmental computer, records management system, and electronic records issues and coordinates with appropriate technical support when necessary.
• Assists with the administration and maintenance of departmental electronic systems, databases, and accounts as assigned.
• Provides records and statistical information necessary for departmental planning, grant applications, audits, reports, and administrative functions.
• Assists with responding to audits, inspections, and requests for documentation from authorized governmental or law enforcement entities.
• Assists with the preparation of information requested by the Chief of Police and department supervisors.
• Assists with the scheduling and coordination of appointments, meetings, tours, outside visits, and other departmental activities as assigned.
• Assists with general office duties including answering telephones, receiving visitors, distributing mail, filing, photocopying, scanning, and providing customer assistance.
• Maintains professional working relationships with department employees, other law enforcement agencies, courts, prosecutors, governmental agencies, and members of the public.
• Exercises discretion and independent judgment in the performance of assigned duties.
• Performs other related duties as assigned by the Chief of Police or designated supervisor.
• Provides direct administrative support to the Chief of Police, including confidential assignments requiring discretion, accuracy, and sound judgment.
• Identifies administrative inefficiencies and implements process improvements to promote smoother and more efficient internal operations.
• Organizes and participates in public outreach events, including National Night Out, health fairs, and business expos, to strengthen community relations.
• Prepares and submits departmental timecards and employee sign-in sheets, supporting accurate payroll documentation.

EDUCATION, LICENSES, CERTIFICATIONS:

• High School Diploma or equivalent.
• Two years or greater of clerical, administrative, records management, law enforcement, municipal government, or related experience preferred.
• Previous experience working with law enforcement records or criminal justice information systems preferred.
• Valid Pennsylvania Class C driver's license preferred.
• Pennsylvania State Police CLEAN/NCIC certification or the ability to successfully obtain and maintain required certification within the time period established by the Department.
• Ability to successfully complete any required criminal history, background investigation, CJIS, CLEAN, JNET, or other security screening required for the position.
• Ability to successfully complete required training and maintain all certifications necessary to perform assigned duties.

EQUIPMENT AND TOOLS:

The employee will routinely use, but will not be limited to the use of, the following equipment: personal computers, monitors, keyboards, printers, scanners, copy machines, telephones, calculators, fax machines, paper shredders, audio and video duplication equipment, digital recording equipment, and other electronic equipment utilized by the Police Department.

The employee will routinely utilize various computer software programs, databases, records management systems, criminal justice information systems, electronic mail, internet-based applications, and other technology necessary to perform the duties of the position.

WORKING HOURS AND CONDITIONS:

• Approximately 24 - 30 Hours Per Week. 
• Work hours are generally between 8:00a to 4:30p Monday through Friday.
• The employee may occasionally be required to work outside of normal working hours due to departmental needs, special projects, emergencies, training, meetings, or other circumstances as directed.
• Employee will generally work indoors in an office/front-desk environment.
• The position involves frequent interaction with department personnel and members of the public and may involve exposure to confidential, sensitive, disturbing, or otherwise difficult law enforcement information and materials.
• The employee is required to maintain strict confidentiality regarding criminal investigations, personnel information, criminal justice information, and other sensitive departmental information encountered during the performance of assigned duties.

In accordance with the provisions of the Americans with Disabilities Act of 1990 the following specific physical requirements of this position follow: Position requires an equal amount of time spent standing, walking and sitting. Lifting, pushing/pulling, or carrying objects weighing up to 25 lbs. is sometimes required, with a maximum of 40 lbs. infrequently required. Climbing, stooping, kneeling, crouching, twisting or bending will sometimes be required. Repetitive movement of hands sometimes required. Audio, visual and verbal capability is essential to job performance.