Police Records Clerk

City of Seguin • Seguin, TX

3d

About The Position

Under the supervision of the Records Manager, the Police Records Clerk performs general and specialized office support, clerical, and technical work for the Police Department. The role collects, indexes, processes, maintains, retrieves, copies, and distributes confidential law enforcement data and information, performs record-keeping functions including processing police reports, assists the public at the front counter and by telephone, and supports non-sworn department functions and activities.

The clerk handles records such as police reports, citations, warrants, protective orders, and subpoenas; uses automated law enforcement records management systems; distributes reports and related documents to department staff, law enforcement personnel, other agencies, and organizations; and sends police reports and criminal complaints to the District Attorney's Office and County Attorney's Office for prosecution. The role also responds to inquiries, collects fees and issues receipts, maintains ledgers and balances the register, and assists with records management, including destruction and conversion to long-term retention methods such as scanning reports and photographs. Other duties may be assigned.

Requirements

• High school graduation.
• At least one year of clerical experience demonstrating a general aptitude for working with the public in a multitasking environment.
• Valid Texas Driver's License.
• Knowledge of general office equipment, including computers, phones, scanners, copiers, and fax machines.
• Ability to communicate effectively orally and in writing.
• Ability to demonstrate excellent customer service skills and proper telephone etiquette.
• Ability to perform basic business writing.
• Ability to type at least 40 words per minute with a high degree of accuracy.
• Ability to operate a computer using Microsoft Excel and Word.

Responsibilities

• Collect, index, process, maintain, retrieve, copy, and distribute law enforcement data and records, including police reports, citations, warrants, protective orders, and subpoenas.
• Enter, maintain, and retrieve data, reports, and information in automated law enforcement records management systems.
• Photocopy and distribute crime, incident, arrest, and accident reports, warrants, subpoenas, follow-up requests, and related paperwork to department staff, law enforcement personnel, insurance companies, and other agencies and organizations.
• Process and distribute police reports and criminal complaints to the District Attorney's Office and County Attorney's Office for prosecution.
• Assist the public, department staff, and other agencies in person and by telephone; answer questions and concerns, forward calls, take and provide messages, and respond to inquiries about police reports and other matters.
• Ensure that records are released in compliance with state and federal laws.
• Collect fees for report copies, records checks, and other matters; prepare receipts; maintain ledgers; and balance the register.
• Assist with police file and record management, including destruction and conversion to long-term retention methods such as scanning reports and photographs.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED