|FLSA Designation: Non-Exempt
POLICE RECORDS CLERK I
Class specifications are intended to present a descriptive list of
the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed
within the job.
Under supervision of a Police Lieutenant or other assigned senior,
supervisory or management staff, performs a wide variety of general
and/or specialized office support, clerical, and technical work in
support of the Police Department; collects, records, transcribes,
maintains, edits, and retrieves confidential law enforcement data
and information; performs a variety of record keeping functions
including processing police reports; receives and provides
assistances to the public at the front counter and over the
telephone; and provides other support and assistance to other
non-sworn functions and activities of the Police Department.
This is the entry level class in the Police Records Clerk series
performing routine and less complex law enforcement records/office
support assignments while learning City policies and procedures.
Positions at this level are not expected to function with the same
amount of program knowledge or skill level as positions allocated to
the Police Records Clerk II level and exercise less independent
discretion and judgment in matters related to work procedures and
methods. Work is usually supervised while in progress and fits an
established structure or pattern. Exceptions or changes in
procedures are explained in detail as they arise. This
classification is flexibly staffed with the Police Records Clerk II.
Advancement to the “II” level is based on demonstrated proficiency
in performing the assigned functions and is at the discretion of
higher level supervisory or management staff.
The following duties are typical for this classification. Incumbents
may not perform all of the listed duties and/or may be required to
perform additional or different duties from those set forth below to
address business needs and changing business practices.
- Performs a wide variety of technical and clerical law
enforcement support duties related to collecting, recording,
transcribing, maintaining, processing, editing, retrieving, and
distributing technical and confidential law enforcement data and
information including police reports, citations, warrants,
protective orders, and subpoenas.
- Enters, maintains, and retrieves data, reports, and information
into and from a variety of automated law enforcement records systems
including the California Law Enforcement Telecommunications System
(CLETS); validates selected records from the Department of Justice
files including vehicles, boats, and missing persons.
- Verifies documents through CLETS and other means for vehicle
releases; runs various records for background checks; runs arrestees
and suspects for warrants, driving records, and criminal history;
assists officers with RMS checks.
- Processes case reports including citation amendments, Department
of Motor Vehicle paperwork, Child and Family Services referrals,
domestic violence reports, and traffic accidents; prepares all
reports, including both misdemeanors and felonies, for complaints to
the District Attorney; logs all reports sent to the District
Attorney’s Office; processes all reports to be forwarded to proper
individual or agency.
- Assists with police file and record management including their
destruction and transformation to microimaging; scans reports;
assists in the implementation of file record management systems and
- Photocopies and distributes crime, incident, arrest, and
accident reports to the general public and various agencies
including the Department of Justice (DOJ), California Highway
Patrol, District Attorney, Department of Motor Vehicles (DMV), City
and County offices, insurance companies, and other agencies and
- Collects checks and cash for reports, vehicle releases,
fingerprinting, VIN, visa clearance, case reports, and other
matters; maintains appropriate ledgers; prepares and issues
- Processes all subpoenas received by the Police Department for
criminal and traffic court; enters subpoenas into Police Department
court log and updates log based on information received for the
District Attorney’s Office for cases that are continued, trailed,
vacated, or pled; contacts all officers listed on subpoenas and
notifies officers of court case change of status; prints court log
each day; notifies District Attorney’s Office/Court if officer is
not appearing of certain subpoenas; collects all signed subpoenas
from officers and enter into court log; forwards subpoenas back to
various District Attorney’s Offices.
- Schedules and calendars appointments including for
fingerprinting, court ordered bookings, registrant booking, and
child seat inspections.
- Accesses State photo system to retrieve driver’s license
photographs for officers and detectives; generate photo line-ups
from the system; maintains updated log of all inquiries into the
- Assists other departmental and City personnel with
administrative and office support functions; faxes materials to
other agencies; maintains accurate records; maintains various log
books; receives packages and opens and distributes mail; updates
warrant board; prepares monthly statistics for the Department of
Justice; assists with the searching of females in police custody as
- Assists, provides information, and responds to questions and
concerns from the general public, departmental staff, and other
agencies in person and by telephone; answers and responds to calls
on multiple phone lines; forwards calls to appropriate personnel;
takes and provides phone messages.
- Types correspondence, reports, forms, and other confidential and
specialized documents from drafts, notes, dictated tapes, or brief
instructions; composes letters and other documents as
- As assigned, provides training to all Police Department
personnel on bi-yearly CLETS testing as required by the Department
of Justice; records and maintains records on employee training on
the CLETS test.
- Performs related duties as required.
The following generally describes the knowledge and ability required
to enter the job and/or be learned within a short period of time in
order to successfully perform the assigned duties.
Modern office procedures, methods and equipment including computers.
Law enforcement records management principles, procedures,
techniques, and equipment.
Basic police terminology.
Public and agency desk procedures and methods for providing services
and information including those related to collecting, maintaining,
and releasing information, files, and documents.
Pertinent federal, state, and local laws, codes, and regulations and
department rules, policies, and procedures.
Customer service principles and practices.
Methods and techniques of proper phone etiquette.
Computer applications such as word processing, spreadsheet, and
Automated law enforcement information systems and procedures.
Principles and procedures of record keeping and filing.
Basic principles of business letter writing and basic report
English usage, spelling, grammar, and punctuation.
Understand the organization, operation, and services of the City,
the Police Department, and of outside agencies as necessary to
assume assigned responsibilities.
Understand, interpret, and apply general administrative and
departmental policies and procedures.
Perform a variety of law enforcement office support and clerical
duties and activities of a general and specialized nature for the
Compile, maintain, process, and prepare a variety of records and
Perform record searches quickly and accurately.
Work under steady pressure with frequent interruptions and a high
degree of public contact by phone or in person.
Exercise good judgment in maintaining critical and sensitive
information, records, and reports.
Read, understand, and review documents for accuracy and relevant
Use applicable office terminology, forms, documents, and procedures
in the course of the work.
Use sound judgment in following and applying appropriate laws,
regulations, policies, and procedures.
Organize and prioritize work assignments.
Meet critical deadlines.
Deal successfully with the public, in person and over the telephone.
Courteously respond to community issues, concerns, and needs.
Understand and follow oral and written instructions.
Operate and use modern office equipment including a computer and
various software packages.
Operate specialized automated law enforcement information systems
including public safety computer systems to access and maintain
Use and operate communications equipment including but not limited
to 2-way radios.
Type and enter data accurately at a speed necessary for successful
Work evenings, weekends and varied shifts.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those
contacted in the course of work.
Education and Experience Guidelines - Any combination of
education and experience that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the
knowledge and abilities would be:
Equivalent to the completion of the twelfth grade.
One year of clerical experience that demonstrates a general aptitude
for working with the public in a multi-task environment.
License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license
may be required for some positions.
Completion of Department of Justice Telecommunications training for
full access operator and the Police Officer Standards and Training
(POST) Records Clerk course as assigned.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met
by an employee to successfully perform the essential functions of
this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential job
Environment: Work is performed primarily in a standard office
environment with extensive public contact and constant
interruptions; may be required to work evenings, weekends and split
Physical: Primary functions require sufficient physical
ability and mobility to work in an office setting; to stand or sit
for prolonged periods of time; to occasionally stoop, bend, kneel,
crouch, reach, and twist; to lift, carry, push, and/or pull light to
moderate amounts of weight; to operate office equipment requiring
repetitive hand movement and fine coordination including use of a
computer keyboard; and to verbally communicate to exchange
Vision: See in the normal visual range with or without
Hearing: Hear in the normal audio range with or without