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The original item was published from 6/17/2022 3:08:00 PM to 7/5/2022 12:05:02 PM.

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Posted on: June 17, 2022

[ARCHIVED] The Midlothian Police Department is accepting applications for a vacant Records Clerk position

The job description and responsibilities for this position are attached. Applications/Resumes must be dropped off to the Police Department by July 5th, 2022 at 12:00pm. We will not be accepting applications within this posting.


Police Records Clerk 2 is a non-sworn position, under the direction of the Deputy Chief/ Chief of Police, that is responsible for receiving, indexing, transcribing, filing, retrieving, copying, and disseminating paper and electronic offense, incident, arrest and crash reports. Records Clerks may be privileged to information of a confidential or sensitive nature and are required to maintain the confidentiality of such information and to disclose such information only to authorized persons.




  • Maintain public safety information by performing computer/data-processing activities to include coding, entering, and retrieving data from law enforcement information systems.


  • Provide information to the general public or other employees as requested.


  • Receive, screen and route telephone calls, assist customers at the counter, and correspond with parties requesting information or copies of reports. Serve as receptionist, referring calls and visitors to the proper party.


  • Type correspondence, standard forms, etc. from rough drafts or verbal instructions. Compose routine correspondence.


  • Maintain and update a number of files. Maintain active files, including labeling file folders and drawers and rotating file locations according to space needs.


  • Handle incoming and outgoing mail.


  • Compile data and prepare summary reports and/or statistics.


  • Locate and/or remove reports or other documents from files as needed to retrieve information.


  • Maintain court records and files.
  • Accept fees, when necessary, and complete transactions for copies of police reports and other documents or services.


  • Retrieve files and prepare copies of records to be distributed as needed within the department, to outside agencies and the public.


  • Ensure that data is entered, modified or cancelled in the Law Enforcement Agencies Data System (LEADS) per department and LEADS policies.


  • Collect, organize and data-enter traffic citations issued by officers and submit them with completed transmittal forms to the court.


  • Collect, organize and data-enter parking and ordinance violation citations, enter dispositions, and issue appropriate notices.


  • Provide and promote coordination and cooperation with Command Staff, other Department personnel/units, other Village Departments and outside organizations and agencies.


  • Proofread documents to ensure accuracy of information, grammar and punctuation.


  • Record liquor licenses for businesses, maintain updated liquor license database and prepare paperwork for liquor license applications


  • Assist with Crime Free Housing paperwork, data entry


  • Assist with Traffic Safety Grant, data entry


  • Perform other department support tasks as needed or directed.






To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.





High School education or equivalent is required and clerical experience with a police background is preferred.




Ability to read and comprehend instructions, correspondence, and memos; to compose and prepare reports; and to communicate effectively, both orally and in writing.




Ability to add and subtract numbers and to multiply and divide.  Ability to perform these operations using units of American money and weight measurement, volume, and distance.



Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.




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


While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools or controls.  The employee frequently is required to walk and sit and occasionally required to stand, reach with hand and arms, climb or balance; stoop, kneel, crouch, talk, hear or smell.


The employee must occasionally lift and/or move up to 25 – 40 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.




The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The employee works in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, and the like.




All employees are expected, as a condition of employment, to adopt the concept that the safe way to perform a task is the most efficient and the only acceptable way to perform it.   Safety adherence of performance will be considered an important measure of employee performance evaluation.  As such, the employee must:


  • Comply with established safe work rules and the special instructions of the supervisor.


  • Report all accidents and injuries immediately and cooperate in all accident and injury investigations, supplying supervisors with full and complete information.


  • Submit recommendations for Safety and efficiency, as well as report defective equipment and unsafe conditions.


  • Know their exact duties in case of fire or catastrophe.


  • Use safety equipment provided for personal use in performing daily work assignments.


  • Only operate equipment trained and authorized to operate.


  • Provide public protection from unsafe conditions and hazards resulting from municipal work operations.


  • Participate in special safety activities, as designated, such as Safety Committees, Job Safety Analysis, special training, etc.

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