Police Clerk

The Police Clerk provides essential administrative and records management support to the Police Department. This position is responsible for ensuring accuracy, confidentiality, and proper maintenance of police records, while supporting compliance with local, state, and federal regulations. The Police Clerk assists the public, processes data requests, and provides direct administrative support to officers and staff. Reporting to the Office Administrative Supervisor (OAS), this role is essential to the effective operation of the police department and the efficient flow of information and services.

Represented by AFSCME NO. 5, LOCAL 2454.

This position is contingent upon a successful comprehensive background check and drug screen.

• Serves as the first point of contact for visitors and callers, providing information, assistance, and referrals to the appropriate personnel or department.
• Responds to and routes incoming phone calls, delivering accurate and timely information.
• Prepares and compiles statistical data, runs Records Management System (RMS) queries, and generates reports.
• Issues dog licenses and other city-required permits.
• Enters, updates, and removes records in the National Crime Information Center (NCIC), including stolen property, missing persons, and stolen vehicles.
• Processes, maintains, and disseminates police records in compliance with data practices and confidentiality requirements.
• Prepares and reviews police reports to ensure accurate classification and coding under Uniform Crime Reporting (UCR) and National Incident-Based Reporting System (NIBRS) standards.
• Prepares and submits completed case files and referrals to the City and County Attorney’s Office.
• Assists with discovery requests by gathering, reviewing, and organizing relevant documents, maintaining accurate records, and coordinating with staff to ensure timely and compliant responses.
• Communicates with officers and other city personnel using a variety of communication systems.
• Maintains compliance with the comprehensive law enforcement data of the Minnesota Government Data Practices Act when processing data requests, to include proper redaction of reports and Body Worn Camera (BWC) footage.
• Maintains MNJIS and BCA certifications as required.
• Processes criminal history requests in accordance with laws and policies.
• Sorts and distributes incoming mail, manages faxes, and monitors internal and external communications.
• Creates calls for service for lobby walk-in customers and forwards information to dispatch.
• Assists in training and onboarding of new clerical staff in departmental procedures and systems.
• Assists in managing the secure storage, documentation, retrieval, and release of physical and digital evidence, ensuring full compliance with chain of custody standards.
• Performs other duties and responsibilities as apparent or assigned.

• Comprehensive knowledge of police records management systems, data practices, and retention requirements.
• Knowledge of the Comprehensive Law Enforcement Data of the Minnesota Government Data Practices Act, MNJIS, NCIC, and BCA certification requirements.
• Proficiency in Microsoft Office Suite, Adobe Suite, and law enforcement software applications.
• Strong written and verbal communication skills, with the ability to prepare clear, concise reports and correspondence.
• Ability to plan, organize, and prioritize multiple tasks independently while meeting deadlines.
• Ability to maintain confidentiality of sensitive and legally protected information.
• Ability to adapt to changing laws, technologies, and priorities in a fast‑paced law enforcement environment.
• Proficient in cash handling and transaction recordkeeping.
• Strong organizational and prioritization skills with the ability to manage multiple projects independently, while adhering to directions and established protocol with little direction.
• Sound decision‑making abilities, exercising discretion, considering all factors, evaluating alternatives, and making independent judgment in a timely manner.
• Ability to work as part of a team and establish and maintain good and positive working relationships with…