Records Clerk

City of Elkhart, Indiana; Elkhart (IN); On-site; USD 51,000 - 54,000; Full time

Job summary

City of Elkhart, Indiana is seeking a Records Clerk in the Police Department. The role supports the Records division, handling daily public interactions, processing tickets, reports, and permit applications, and performing data entry and file maintenance.

Responsibilities include preparing cases for court, maintaining juvenile and weapons records, and ensuring secure handling of confidential information. The position requires accuracy, confidentiality, and reliable customer service.

Qualifications

• High school diploma or equivalent.
• Data processing skills on Windows; Word and Excel usage; typing at least 50 wpm.
• Excellent oral and written communication.
• Ability to handle confidential information.

Responsibilities

• Receive and record transactions for parking tickets, accident reports, traffic citations and case reports.
• Assemble cases for daily submission to the court system.
• Data entry and file maintenance for new cases, warrants, juvenile referrals, gun permits, and vehicle impounds.
• Provide services to the public for gun permit applications and registrations; learn fingerprinting and ID photo taking.
• Scan records and cases for microfilm preservation; shred records when approved for destruction.
• Review and approve Online Reports.
• Handle phone inquiries and record desk inquiries.

Skills

Data processing

Typing 50 wpm

Comm skills

Confidential info

Public interaction

Office equipment

Learn procedures

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Adobe Pro

Job description

Job Summary

Under the direct supervisor of the Records Manager the employee in this position is responsible for dealing with the public on a daily bases.

City Of Elkhart - Job Description

DEPARTMENT

Police

POSITION

Record Clerk

DIVISION

Records

STATUS

Full-time

CATEGORY

Hourly- AFSME PG 5, $24.75

FLSA

Non-exempt

REPORTS TO

Records Manager

DATE

2026

Principal Duties And Responsibilities

• Receive and record the transactions of all parking tickets, accident reports, traffic citations and case reports.
• Assemble cases for daily submission to the court system.
• Daily preparation and data entry of new cases into the system. Necessary follow-up procedures, i.e. file maintenance; case closings; recoveries; stolen property updates; reporting thefts and runaways to radio; filing, etc.
• Data entry and file maintenance and distribution of warrants. All necessary follow-up.
• Daily record review of all reports completed by officers.
• Data entry and file maintenance of juvenile referrals. Preparation for submission to probation, prosecutor, and/or welfare. All necessary follow-up, i.e. monthly updates of juvenile and over 18 files.
• Data entry and file maintenance for vehicle impounds and prepare fingerprint cards for future identification needs.
• Data entry and file maintenance for gun permits and registrations.
• Provide services to general public for gun permit applications and registrations and the follow-up thereon. Employee is required to learn fingerprinting technique and take photos for I.D.
• Scan records and cases for preservation to microfilm
• Shred records and cases that have been preserved and approved to be destroyed.
• Review and approve Online Reports
• Other duties as they are assigned. Listed duties are not all inclusive.

Other Duties And Responsibilities

• The ability to maintain and handle files that are sensitive in nature and protect the confidentiality of its contents.
• The ability to establish and maintain effective interpersonal relationships with fellow employees, supervisors, and other divisions of the department.
• The ability to accurately complete assignments in a timely manner.
• The ability to be courteous, tactful, and diplomatic when dealing with the general public.
• Handle all phone inquiries and record desk inquires.

Education And Experience

• Graduation from an accredited high school or equivalent.

Knowledge, Skills, And Abilities

• Data processing skills on windows based programs. Must know how to operate Microsoft Word and Excel. Speed and accuracy are paramount with the ability to type at least 50 wpm.
• Good oral and written communication skills.
• Ability to operate all applicable office equipment, i.e. copier, fax machine, document scanner.
• Knowledge of confidential information management.
• Ability to relate effectively with the public.
• Ability to learn all division operations.
• Ability to use Adobe Pro

Physical, Mental, And Visual Skills

• Logical problem solving.
• Ability to read, write, interpret and verbally give or demonstrate work instructions.
• Incumbent is walking, bending, standing, stooping and crouching daily.
• Clarity of vision with or without correction.

WORKING CONDITIONS

Work is conducted in a standard professional office environment and working hours will be assigned as deemed necessary by the Records Manager or Patrol Captain

Drug Test Required

The City of Elkhart is a Drug Free Workplace. Therefore, a post offer, pre-employment drug screen is required. Random drug testing may be conducted after employment.

POLICY STATEMENT

• The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
• This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and other duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employee holding this position will be required to perform any other job-related duties as requested by the Mayor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.