Police Records Clerk Job Description Template for Job Postings

When it comes to a police records clerk, it's essential to have a clear understanding of their responsibilities and skills required for this role. With a well-written job description template, you can attract qualified candidates who possess the necessary skills and experience.

Police Records Clerk Job Description

We are looking for a dedicated Police Records Clerk to join our forces. You will play an essential role in maintaining accurate and up-to-date records of police activities and incidents. You will be responsible for organizing, documenting, and archiving various types of police records, ensuring their availability for future reference. Additionally, you’ll assist in the smooth functioning of law enforcement agencies by providing administrative support and maintaining the integrity of police records.

Police Records Clerk Responsibilities

1. Accurately enter and update information related to incidents, arrests, citations, and other law enforcement activities into a computerized database or record management system. Ensure that records are complete, organized, and easily accessible.
2. Create and maintain physical and electronic filing systems for police records, ensuring proper organization and storage of documents. Retrieve and distribute records as required, following established protocols.
3. Respond to requests for public records in a timely and efficient manner. Review requested documents for sensitive information and redact as necessary. Coordinate with appropriate personnel to ensure compliance with legal requirements and release records in accordance with applicable regulations.
4. Enter data from various sources, such as incident reports, arrest reports, and citations, into the computerized records management system. Ensure accuracy and attention to detail when transcribing information.
5. Assist the public, law enforcement personnel, and other authorized individuals with inquiries related to police records. Provide information on procedures, policies, and regulations governing access to and release of records.
6. Adhere to strict confidentiality guidelines when handling sensitive information and records. Protect the privacy of individuals involved in police activities and incidents.
7. Work closely with other law enforcement personnel and departments to ensure the accuracy and completeness of records. Coordinate with detectives, patrol officers, and other staff to obtain necessary information and documentation.
8. Assist with general administrative duties, such as answering phone calls, responding to emails, preparing reports, and maintaining office supplies. Provide support to other personnel within the department as needed.

Police Records Clerk Required Skills

1. Possess a meticulous approach to work and a strong focus on accuracy. Ensure that records are complete, error-free, and properly organized.
2. Ability to handle multiple tasks simultaneously and prioritize work effectively. Manage time efficiently to meet deadlines and maintain smooth operations.
3. Proficient in using computer software and databases for data entry, record management, and information retrieval. Familiarity with Microsoft Office Suite and other relevant software programs.
4. Excellent verbal and written communication skills. Ability to effectively interact with diverse individuals, including law enforcement personnel, the public, and other stakeholders.
5. Uphold strict confidentiality when handling sensitive information and records. Understand and adhere to privacy regulations and guidelines.
6. Strong analytical and problem-solving skills. Ability to identify and resolve issues related to record keeping and data management.
7. Collaborate effectively with colleagues and other departments. Foster a positive work environment and contribute to the overall goals and objectives of the organization.

Required Qualifications

1. High school diploma or equivalent.
2. Prior experience in records management or data entry preferred.
3. Knowledge of law enforcement procedures and terminology is an asset.
4. Familiarity with record management systems and software.
5. Ability to pass a comprehensive background check.
6. Strong organizational and administrative skills.
7. Excellent attention to detail and accuracy.
8. Ability to work independently and as part of a team.
9. Effective communication and interpersonal skills.
10. Ability to maintain confidentiality and handle sensitive information appropriately.

Note: This job description is intended to outline the general duties and responsibilities of the Police Records Clerk position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required for the role.

Conclusion

In conclusion, the role of a Police Records Clerk is vital in maintaining accurate and organized records within a law enforcement agency. This job description template outlines the key responsibilities and qualifications required for the position. By effectively managing and updating police records, a Police Records Clerk plays a vital role in supporting the overall operations and investigative processes of a police department.