Police Records Clerk

Come join the Orange Police Department as the next Police Records Clerk!

 This recruitment will close upon receipt of 100 applications or on March 3, 2025 - whichever occurs first.  Apply today!

Police Records Clerks perform a variety of general administrative, clerical, and customer service duties involved in the maintenance, processing, and distribution of Police records, including assisting in office support duties.

Automatic Employment Disqualifiers:  Prior to submitting an application, please click here to read the Automatic Disqualifier Notice to determine if you are eligible to apply.

Examples of Duties:

The following duties represent the principal job duties; however, they are not all-inclusive. Other duties may be required and assigned.  Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of customer services functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports and screening and forwarding telephone calls.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required; purges records and files as required.
• Processes requests for vehicle releases, property releases, and various other reports and documents.
• Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy.
• Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
• Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.
• Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls and calls for service, preparing court packages, processing restraining orders, and distributing incoming mail; sorts, files, copies, and distributes a variety of documents; maintains a variety of filing systems; and participates in the registration services, including registration of drug and arson offenders.
• Operates a variety of general office equipment, including teletype equipment and cash register.
• Collects and prepares documents for arrests and citations; forwards documents to appropriate department, unit, and court; indexes a wide variety of violations and notifications; compiles and distributes complaints; and books information, fingerprint cards, and other law enforcement reports.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• Provides research assistance to officers and other law enforcement personnel as requested.
• Performs other duties as assigned.

Typical Qualifications:

Knowledge of:

• Modern office practices and procedures, including filing and the use of standard office equipment.
• Business arithmetic and basic statistical techniques.
• Basic principles of record keeping and cash handling.
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Computer applications related to the work, including data tracking, word processing, and basic spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Learn basic functions, principles, and practices of law enforcement agencies.
• Learn and interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures.
• Learn techniques, methods, and processes of police record management and retrieval.
• Learn police terminology and law enforcement codes.
• Organize, research, and maintain technical and administrative files.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Make accurate arithmetic and statistical calculations.
• File and maintain automated and hard copy records with accuracy.
• Organize own work, set priorities, and meet critical deadlines.
• Operate modern office equipment including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and Experience:

• Completion of High School Diploma, or equivalent is required.
• Two (2) years of responsible general office clerical experience is required.
• Completion of related coursework in criminal justice is highly desirable.
• Police or law enforcement related work experience is highly desirable.
• Work experience involving extensive public contact is highly desirable.
• Completion of recent training in modern computer software and equipment is highly desirable.

Licenses and Certifications:

• Possess and maintain a valid California Class C Driver's License with satisfactory driving record and proof of acceptable automobile insurance at the time of appointment and throughout employment in the position is required.

Other Requirements:

All personnel hired by the Orange Police Department shall be a permanent and full-time resident of the State of California and reside no further than one hundred (100) road miles from Police Headquarters. 

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 40 pounds.

Working Conditions:

This position requires regular and reliable attendance and the employee’s physical presence at the workplace.  Employees are subject to shift rotations every four (4) months, and are required to work various shifts, including, but not limited to, early mornings, evenings, weekends, and holidays.  Employees work a 4/10 work schedule (four days per week, ten hours per day).

Environmental Elements:

Employees work in an office environment with moderate noise levels and controlled temperature conditions; but may occasionally work in the field and be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees will interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Disaster Service Worker:

 All employees of the City of Orange are designated by both State law and City ordinance to be “Disaster Service Workers.”  In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers.   Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.   

City Mission, Vision, and Values:

Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City's Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors.  As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community.  The City's values include Teamwork, Accountability, and Excellence.

Salary : $51,300 - $68,412