Police Records Clerk

72861BR

Campus: Tempe

Police Records Clerk

Job Description

Under direct supervision, performs a wide variety of specialized clerical duties which includes receiving, filing, document imaging (scanning), maintaining, and releasing of records related to criminal justice activities. Provides information and copies of reports to the police staff, criminal agencies, or the general public. Enters information into the computer for the maintenance of police files and documentation. Performs background checks. Serves as back-up for the Front Desk/Lobby Receptionist.

Job Family

Clerical & Admin Support

Department Name

ASUPD Records

Full-Time/Part-Time

Full-Time

VP Code

EVP BUSINESS & FINANCE

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$16.69 per hour

Close Date

29-October-2021

Essential Duties

• Maintains an accurate filing system of electronic and paper-based police reports and documentation through receipt, review, correction, data entry, storage, back up documentation and retention procedures. Ensures information received and released is accurate and released only to authorized personnel. Maintains files in accordance with all applicable guidelines, standards, and requirements. 
• Enters data from hard copy field incident reports, criminal and non-criminal police reports, and accident reports directly into the records management system (RMS). Checks for accuracy and performs quality control. 
• Prepares, scans, and indexes electronic forms from officer initiated mobile field investigations, accident reports, and all other police reports and imports the final product into the records management system (RMS). Checks for accuracy and performs quality control. 
• Processes requests from police personnel, university administration, other law enforcement agencies, the media, and the general public for police reports or related information. Ensures associated forms are received and complete, checks identification of the person making the request, and verifies that they are authorized to receive the information. Redacts information according to all applicable guidelines, standards, and requirements. 
• Accepts and receipts payments for copies of police reports and other police related documents in the form of cash, check, or money order. 
• Greets individuals on the phone and in person and provides assistance with inquiries and requests for police records, forms, or information. 
• Opens, date stamps, sorts, and distributes incoming mail for the Records Department. 
• Processes and conducts criminal histories and background checks of ASU students, staff, and faculty as requested by Human Resources or outside law enforcement agency. 
• Prepares documentation for vehicle impound hearings and forwards to patrol so an officer can attend the court proceedings. 
• Provides copies of citations and criminal reports, within required time frame, to the appropriate agency, including but not limited to Maricopa County Attorney's Office, City Prosecutor's Office, Municipal and Justice Courts, and Juvenile Courts. 
• Assists with the front desk/lobby duties when needed, including all associated functions: answering telephone, transferring calls, university key control, department mail distribution, visitor screening and security access, ride along requests, campus directions, and miscellaneous police assistance. 
• Upon request, provides requisition forms to internal and external clients for crime analysis information and records requests. 
• Composes and types professional correspondence as necessary. 
• Operates a computer, computer printer, document imaging scanner, copier, and fax machine in order to process, maintain, and produce police records.

Minimum Qualifications

Successful completion of a course of study equivalent to a high school diploma AND one year of experience in data entry, clerical support, or customer service; OR,Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience with CAD or RMS systems for input and retrieval of sensitive information
• Experience with law enforcement, legal or public record keeping procedures and forms
• Two years of full-time experience in data entry, clerical support, telephone and customer service

Working Environment

• Use computers
• Communicate verbally and in writing to perform essential duties

Department Statement

ASU Police Department conducts pre-employment screening for all positions. Positions are sensitive in nature which require the successful completion of a background investigation, including fingerprinting. A background check will consist of a background investigation, and polygraph. Employment is contingent upon successful passing of all background checks.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/relocation-services .

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

Applicant must be eligible to work in the United States; ASU Police Department will not be a sponsor for this position. 

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.