Police Documents Clerk - SR-11

County of Hawai`i; Hilo (HI); On-site; USD 42,000 - 60,000; Full time

Job summary

County of Hawaiʻi seeks a Records Clerk for the Hawaiʻi Police Department, Technical Services, Records and Identification Division, in Hilo, to manage warrants, subpoenas, and other legal instruments and to prepare reports.

The position requires a high school diploma and three years of clerical experience, including at least one year working with police records; substitution with college credits or degrees is allowed.

Qualifications

• High school diploma or equivalent required.
• Three years of clerical experience required, one year in processing police records.
• Substitution options via college credits or degrees may be credited.

Responsibilities

• Record, review, distribute, and account for warrants, subpoenas, Grand Jury indictments, penal summons, TROs, and other legal instruments.
• Review documents for validity, privacy, scope, and formatting to determine appropriate divisions.
• Maintain police records using manual and computerized files; input data and prepare reports.
• Answer questions for the public, officers, attorneys, and other agencies; assist with transfers.
• Prepare closing reports, photos/mug shots, and ensure compliance with laws and department policies.

Education

High school diploma or equivalent

Associates degree substitution allowed

Baccalaureate degree substitution allowed

Job description

Records, processes, and accounts for warrants, subpoenas and other legal instruments received from the courts and other agencies; compiles statistics and other information and prepares periodic reports; and performs other related duties as assigned.

There is one (1) immediate permanent full-time vacancy with the Hawai'i Police Department - Technical Services - Records and Identification Division in Hilo.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Records, reviews, distributes, processes, and accounts for all warrants, subpoenas, Grand Jury indictments, penal summons, temporary restraining orders (TROs), protective orders and other legal instruments received from the courts and other agencies.
• Reviews legal instruments and other documents in accordance with established criteria and procedures for validity; privacy issues; scope, type, and format of information being requested; and determination of appropriate division(s) from which information is required.
• Conducts preliminary background research, such as checking automated and manual files for related information; obtaining copies of pertinent documents such as previous reports, criminal abstracts, bail receipts, statistics, and tow logs.
• Monitors suspense dates and receipt of information requested from various divisions to ensure prompt responses to legal instruments and other documents that are time-sensitive.
• Reviews responses and reports received from various divisions for criteria such as completeness, proper formatting, and adherence to prescribed procedures.
• Answers questions and provides information to the public, police officers, attorneys, prosecutors, the courts, and Federal and other governmental agency personnel.
• Updates computerized and manual files; inputs wanted person's data.
• Researches, compiles, and prepares information for crime information bulletins.
• Prepares various forms and reports; routes to appropriate individuals.
• Queries computerized files to check for related information such as outstanding warrants and previous cases.
• Arranges the transfer of prisoners to/from Hawai`i County when the offender is in custody after execution of a Bench Warrant or a Warrant of Arrest; ensures that all documents are completed and requirements met for the proper transfer of the offender.
• Prepares closing reports on warrants that are not served, recalled, and returned to the courts.
• Prepares photo lineups and provides copies of mug shots for investigation, press releases, or attachments to legal instruments to aid in the service of said documents.
• Complies with all Federal, State, and County laws, regulations, and policies relating to occupational safety and health.
• May supervise others as assigned.
• Performs other related duties as assigned.

Training and Experience:

• graduation from high school, and
• three (3) years of clerical experience,
• one (1) of which shall have involved the processing and maintenance of police records.

Substitution of education for required clerical experience:

an Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience). (Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience.)

Note:

Foreign transcripts must be accompanied by an official transcript or credential evaluation to determine U.S. equivalency. (Scan and attach a copy of your official transcript or credential evaluation to your application.)

Examination:

All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note:

In-person interviews and/or further testing in Hawai`i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of:

office practices and procedures; various types of police records; filing methods and systems; procedures for the recording, processing, and accounting of warrants, subpoenas, and other legal instruments; applicable procedures of the courts and the prosecuting attorney’s office; departmental policies and regulations; the uses and purposes of standard office equipment.

Ability to:

maintain various police records and files; properly account for warrants, subpoenas, and