Records Clerk – Police Department

West Lafayette, IN
Purdue University

The Records Clerk will serve to support the functions of the records unit. Will serve as deputy coordinator for IDACS (Indiana Data and Communication System). Assist in warrant records maintenance along with other IDACS related entries such as vehicles, guns, missing persons and articles. Maintain statistics on all cases received in order to meet the Clery Law requirements including a monthly in-office report, UCR (Uniform Crime Report), hate crime quarterly report (for both UCR and State of Indiana), four year statistics report, the annual “Your Campus Your Safety”, police department annual (fiscal year) safety report and police department website. Gather crime and police service call statistics on and around campus. Maintain the Records case report and evidentiary media files. Complete record checks for various requesting departments following guidelines for release of records and obtaining release forms. May assist the Accreditation Manager with the collection of proofs for file maintenance and perform any other Records related tasks. Overtime, including weekends, mandatory and may be called in to work on short notice; working hours may vary depending on departmental need. Must be able to pass a criminal history background check and handle sensitive material with appropriate discretion.



Open Until Filled


• A high school diploma/GED
• Three years office/clerical experience
• Excellent time management skills
• Excellent written and oral communications skills with the ability to react in an appropriate manner in sensitive situations as well as handle confidential information with discretion
• Ability to type with a high level of accuracy
• Must act in a professional manner with the ability to exercise tact and diplomacy as needed to provide support to a diverse work group and customer base
• Strong organizational skills and attention to detail are required in order to prioritize both the workload and manage large volumes of other work related activities and tasks
• Ability to work under pressure and to take the initiative to solve problems and assume responsibility to establish and maintain quality standards
• Proficiency with word processing, spreadsheets and email software
• Required to attend IDACS/NCIC training seminar to obtain certification after 40 hours hands on experience with IDACS (Indiana Data and Communication System) and NCIC (National Crime Information Center), and maintain certification by passing a test every two years
• Ability to obtain FERPA and GLBA certifications
• Willing and able to be trained in UCR (Uniform Crime Reporting), RMS (Records Management System), Clery Act and CALEA standards
• Willing to submit a polygraph

• Clerical experience in a police department with working knowledge of IDACS/NCIC, and Record Management System (Caliber, Aires, etc)
• Experience with Microsoft or other database software, as well as experience including website software, archiving software, presentation and graphics