The URL can be used to link to this page

Home My WebLink About1.471 SENIOR POLICE RECORDS CLERK 07'16'2026PART I 1.471 Class Specifications for the Class: SR-13, BU-03 Duties Summary: Performs complex and advanced clerical work in the processing, recording, maintenance, and review of police records, including reports and related documents such as warrants, subpoenas, case files, and other official records; maintains continuing control records and tracking systems; may prepares periodic reports; may supervise the work of subordinate staff involved in police records operations and performs other related duties as required. Distinguishing Characteristics: This class is distinguished by its responsibility to independently perform complex and advanced clerical work involving the processing, maintenance, review, and control of police records and may supervise subordinate staff engaged in police records activities; whereas the Police Records Clerk performs specialized clerical duties pertaining to police records. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Reviews, processes, indexes, records, files, and maintains police reports, arrest reports, citations, warrants, subpoenas, court orders, case files, and other official law enforcement records; examines documents for accuracy, completeness, and compliance with established procedures and obtains corrections or additional information as necessary; • Maintains, updates, researches, and retrieves information from computerized records management systems and other databases; ensures the accuracy, security, confidentiality, and proper disposition of police records and related documents; • Maintains records and tracking systems for warrants, subpoenas, court dispositions, case files, and other police records requiring follow-up; monitors the status of records and coordinates with appropriate personnel and agencies to ensure timely and accurate processing; • Conducts records searches and compiles, prepares, and provides authorized records, certified copies, correspondence, and other information to law enforcement PART I SENIOR POLICE RECORDS CLERK 2 1.471 agencies, courts, attorneys, government agencies, and the public in accordance with applicable laws, regulations, and departmental policies; • Reviews court dispositions and other legal documents and updates records management systems to reflect changes in case status and related information; • Compiles data and may prepare periodic and special reports concerning records activities, workload statistics, warrants, subpoenas, and other departmental records functions; • May assign and review the work of others engaged in maintaining police records; and • Performs other related duties as required. Knowledge of: Police records filing methods and systems; office practices and procedures; grammar, spelling and word usage; principles and practices of supervision; the purposes and uses of standard office machines and equipment, including, personal computers and peripherals, calculators, and copiers. Ability to: Keep accurate records and maintain files; understand, interpret, and apply pertinent federal, state, and county laws, ordinances, regulations, and policies; follow oral and written instruction; compare names and numbers accurately; deal and communicate effectively with police personnel and others; work harmoniously with others. This is the first specification approved for the class . PART II 1.471 Minimum Qualification Specifications for the Class: SR-13; BU-03 Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • one (1) year of general experience, and • two (2) years of specialized work experience. Qualifying General Work Experience: Any work experience which may involve basic skills, to include but not limited to: reading, writing, computation and/or communication. Qualifying Specialized Experience: Clerical work experience involving the processing and maintenance of records, including data entry in an automated database, processing and releasing records, and reviewing requests for reports to determine the appropriate release of information. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted for up to four (4) years of the education requirement (15 semester credits = 6 months). C. An Associate’s, Bachelor’s, Master’s, or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. The following may be substituted for experience: PART II SENIOR POLICE RECORDS CLERK 2 1.471 A. An Associate’s degree from an accredited business school or community college may be substituted for up to two (2) years of general or specialized work experience requirement. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, business or technical school, college, or university may be substituted for up to four (4) years of general or specialized work experience requirement (15 semester credits = 6 months). C. A Bachelor’s degree in any field from an accredited college or university may be substituted for up to four (4) years of general or specialized work experience requirement. D. A Master’s or PhD degree in any field from an accredited college or university may be substituted for one (1) year of general or specialized work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the DHR staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Firearms Requirements: As applicable to the position, must be qualified to carry and/or possess firearms or ammunition in accordance with State and Federal law, e.g., no misdemeanor or felony domestic violence conviction. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be PART II SENIOR POLICE RECORDS CLERK 3 1.471 established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition 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 This is the first specification approved for the class