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Records Clerk

Records Clerk

Job Title: Records Clerk
Closing Date/Time: 06/14/2024 at 5:00 PM
Salary: $17.75 - $25.91 Hourly
Job Type: Classified (Full-Time with benefits)
Location: Lake Havasu City, Arizona
Department: PD/Records

Performs administrative support work maintaining and disseminating records and files, assembling information, performing data entry, processing records and reports, receiving inquires and routing to staff, processing receipts and payments, and related work as apparent or assigned. Work is performed under the limited supervision of the Records Supervisor.


Requires non-standard work hours to include days, nights, weekends and holidays. Requires extreme confidentiality; ability to pass background investigation and polygraph examination.

The ideal candidate will possess strong customer service skills, will be trustworthy, organized, reliable and self-motivated. They must be a team player with the ability to multitask, accept direction well and be flexible. They should be able to create and maintain a respectful and collaborative working environment as well as develop and maintain effective working relationships with supervisors and coworkers.

Qualified candidates will be required to participate in online testing, which will consist of Spelling and Data Entry. Candidates will receive separate testing notification via email or text messaging and must complete testing as instructed; no extensions of deadline will be given.

High School Diploma or GED and moderate experience providing administrative support and customer service, general office operations, or equivalent combination of education and experience.

  • Must be able to pass an extensive background investigation. 
  • Possession of or ability to obtain Arizona Criminal Justice System (ACJIS) certification of appropriate level within six (6) months of hire.
  • Commissioned as Notary Public in the state of Arizona within six (6) months of hire.
  • National Incident Management Systems (NIMS) training based on assignment.
  • Must meet and maintain all training and education requirements for the position.
  • Valid Arizona Driver License of appropriate class.


The requirements listed below are representative of the knowledge, skill, and/or ability required and are subject to change as needs and job requirements change. Position assignments may vary. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Provides administrative support for all divisions within the Police Department to include distributing mail; drafting, preparing, and proofreading correspondence; collecting and disseminating confidential intel; performing matron duties for jail staff such as searching female prisoners, assisting dispatch during critical incidents and high call volume; and performing notary duties.
Performs queries and dissemination of information using the Arizona Criminal Justice Information System and the National Crime Information Center database (ACJIS/NCIC); compares information and verifies correctness of information and ensures updated data is available; maintains a variety of police records filing systems; prepares and maintains legible, concise, and understandable activity logs.
Enters and processes a wide variety of police records, reports, and materials; copies, distributes, and disseminates police records to appropriate personnel or agencies as required or requested; enters, queries, and updates digital data in federal, state, local databases; maintains a high level of accuracy, integrity, and confidentiality within all database systems.
Contacts City employees, members of the media, various federal, state, and local agency officials as well as extensive contact with the public, both in person and over the phone; screens contacts; assesses the nature and urgency of contacts and route to the appropriate staff; maintains working knowledge of community, municipal, and internal resources and route citizens appropriately.
Compiles information through research of legal, fiscal or other specialized documents and records; transmits data and files to the court; collects arrest, warrant, and traffic reports and citations for courts; prepares necessary documents for Police Officers.
Processes monetary entries for receipt of all monies for various types of permits, fees, reports, and fingerprint services; serves as custodian of cash monies within the context of lobby operation hours, ensuring the security of these monies; provides support to investigators by entering accurate information about missing persons, stolen items and/or other related issues into applicable computer systems.
Understands crimes according to established Uniform Crime Reporting (UCR) codes and National Incident Based Reporting System (NIBRS) standards on all offense reports; assists with generating monthly UCR / NIBRS statistical reporting within specific time restraints according to Department of Public Safety standards.
Ensures records comply with Arizona Records Retention requirements; labels, records and prepares documents for retention and moves boxes to storage.


General knowledge of office administration practices and procedures; general knowledge of principles and practices of sound business communication; thorough knowledge of correct English usage, including spelling, grammar and punctuation; general knowledge of City and department/division, rules, policies and procedures applicable to assigned function; general knowledge of record keeping, filing and purchasing practices and procedures; general knowledge of administrative support procedures relating to the mission of the assigned department; some knowledge of financial terminology, methods, procedures, and equipment. 
Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment. 
Ability to compose and prepare correspondence; ability to type accurately at a speed necessary to meet the requirements of the position; ability to set priorities and exercise sound judgment within areas of responsibility; ability to organize and maintain office and specialized files; ability to communicate effectively orally and in writing; ability to properly compose a variety of memoranda or letters; ability to compile fiscal, statistical, and other information and data; ability to use tact, discretion and diplomacy in dealing with sensitive or confidential issues; ability to establish and maintain effective working relationships with associates, department directors and management, other departments, outside agencies, and the general public.

Applicants for employment opportunities should be aware of the Lake Havasu City policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of Proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment.  

The City reserves the right to consider only the most highly qualified applicants. The succeeding examination processes may be required: training and experience, testing, panel interview, employment eligibility verification (EEV) requirements, personnel evaluation profile (PEP), polygraph test, background investigation and alcohol/drug screening test. Appointment subject to successful background investigation and City paid post-employment medical examination after offer of employment has been made.


Additional Info

Job Type : Full-Time

Education Level : High School

Experience Level : Entry Level

Job Function : Administrative

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