Job Description

Police Records Clerk

The position of Police Records Clerk is for FEMALE CANDIDATES ONLY. This is a bona fide occupational qualification due to the position requiring employees to search female offenders.

Law Enforcement is at its finest at the Buena Park Police Department. With new state-of-the-art facilities and a community-oriented proactive approach to crime, the City of Buena Park Police Department offers a work environment unmatched in Orange County. Our elite law enforcement agency is looking for a qualified POLICE RECORDS CLERK. This is an exciting and rewarding career opportunity in our Buena Park Police Department. The ideal candidate for this position will possess excellent customer service skills, be able to multitask, have a strong work ethic, computer and communication skills, and a willingness to learn. Knowledge of Spillman software and other court systems programs is highly desirable.

General Purpose

Under general supervision, enters, files, retrieves, copies, and provides authorized information contained in police records; works effectively with co-workers, management, other law enforcement representatives, and the general public in processing records requests in accordance with legal statutes and departmental procedures; and does related work as required.

Distinguishing Characteristics

The Police Records Clerk is responsible for organizing and completing tasks in priority order to meet statutory and non-statutory work deadlines. Employees are expected to follow state and federal laws and departmental procedures governing the proper identification and release of information to persons requesting police records information and to maintain confidentiality of all related work.

Essential Functions

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Enters, prints, copies, files, faxes, and distributes various police records and reports including criminal files, driving histories, vehicle registration, traffic collision reports, missing persons, property and vehicle loss reports, juvenile contact reports, court dispositions, supplemental and incident reports.
• When acting as the Court Liaison, prepares document packages for court bookings and filings and coordinates appearance of officers at hearings based on schedule and availability.
• Conducts criminal history checks and pulls rap sheets using local criminal history, the California Law Enforcement Telecommunications System (CLETS), and the National Crime Information Center (NCIC) computer system.
• Performs pat down and strip searches of female adult and juvenile detainees as part of the required matron duties.
• Enters identification data regarding stolen or recovered vehicles and property.
• When acting as the traffic clerk, reviews traffic citations for accuracy and makes corrections as to appearance dates, violations, court location, and issue date of citation; enters accident reports into records management system; completes, copies, transmits, and files traffic complaints and citations.
• Types letters upon request.
• Provides assistance at the public counter including selling of police reports; accepts bail monies and counts cash.
• Completes records for registered offenders; enters voluntary gun registrations.
• Completes copies, transmits, and files traffic complaints and citations.
• Photocopies and distributes copies of daily logs.

Qualifications Guidelines

Knowledge of: police records systems and entry, filing, and retrieval procedures; federal and state laws and regulations governing individual privacy rights and the release of criminal information and police records; effective customer service techniques; safety precautions when working with female prisoners.

Ability to: operate a personal computer and use police records systems; enter, retrieve and update police records at a net speed of 35 words per minute using police records programs; operate teletype equipment, calculator and standard office equipment; organize and complete assigned tasks in accordance with statutory and non-statutory work deadlines; file records alphabetically, numerically and chronologically; ensure confidentiality of police records and files; release specific police data only to authorized law enforcement representatives, court representatives and parties; communicate effectively, both orally and in writing; establish and maintain effective working relationships with co-workers, management, court officials, suspects, law enforcement representatives, and the general public; safely strip search female detainees.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The employee must be able to talk and hear. The employee must be able to use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. The employee occasionally lifts and carries records and documents weighing less than 20 pounds.

Specific vision abilities required by this class include close vision, color vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; thoroughly analyze and solve problems; exercise sound judgment in the absence of specific guidelines; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; meet intense and changing deadlines given interruptions; and interact appropriately with staff, management, legal representatives, detainees, crime victims, court officials, other law enforcement representatives, and the general public.

Work Environment

These employees work in an office environment, and the noise level is usually quiet, at or below 85 decibels level. Employees occasionally accompany prisoners into booking areas and follow safety protocols and also interface with victims, suspects, legal representatives, and other parties seeking to contact detainees. Employees may perform matron search functions, which includes the pat down and strip searches of female adult and juvenile detainees.

Education/Training/Experience

High School graduation or G.E.D. is required, preferably supplemented by training in the use of records management programs and standard office equipment. Two years of clerical or record keeping experience is required, preferably involving public safety work.

Ability to be assigned to rotating work shifts, including nights, holidays, and weekends, and to work overtime as needed.

Licenses/Certificates/Special Requirements

This position requires the ability to type at the net rate of 35 words per minute (wpm). An original typing certificate, predated up to one year, must be submitted along with the completed application. Acceptable typing certificates must meet all of the following requirements:

• The typing test must be a five (5) minutes time test and must specify the net and gross speeds as well as the total number of errors (gross speed errors = net speed).
• Typing certificates must be in writing and obtained within the past 12 months.
• Certification must be verifiable and include a valid administrator's name, signature, address and telephone number.
• A copy of the typing certificate must be attached and submitted with your official City employment application to be considered for this position.

***SELF-ADMINISTERED TYPING TESTS PRINTED FROM THE INTERNET OR ANY OTHER SELF-ADMINISTERED TESTS WILL NOT BE ACCEPTED. ***

Applicant Information/Exam Weight

Testing schedule (dates subject to change):

Mandatory meeting & written exam:

Tuesday, June 9, 2026 @ 5:00pm

(Written exam will immediately follow mandatory meeting) Oral interviews:

Tuesday, June 23, 2026

Applicants must file a concise and complete City application regarding their qualifications for the position online through the Human Resources Department web page as soon as possible. Applications may be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application. All applications will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. The selection process may include but is not limited to oral interview and/or written exams, physical agility testing, and oral presentations. Successful candidates will be placed on the employment eligible list from which hires may be made. The list is valid for up to one year unless exhausted sooner. The City of Buena Park is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status or disability. The City of Buena Park Alcohol and Drug Abuse Policy requires that

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