Job Description

Posting number: 2026-10-1

Department: Police

Division: Police Administration

Job classification: Police Records Clerk

Posting type: Open & Promotional

Categories: Administrative Assistant, Records Management

Summary

Performs a variety of technical and clerical support activities for the maintenance of the City of Kingsport’s Police Records System.

The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.

Examples of duties

• Retrieves and verifies case/incident information in Police Records System;
• Responds to request(s) for information from law enforcement officers, agents of the court and the public;
• Makes copies of records/reports for authorized persons;
• Greets general public, acts as informational receptionist for jail, police department, and Justice Center;
• Operates NCIC, NLETS, and TIES computer system network;
• Researches records of incidents, arrests, convictions and traffic violations;
• Receives and routes information via radio/telephone/direct contact to police personnel.
• Answers routine questions from the public regarding police records policies and procedures;
• Compiles information and submits reports to state and federal law enforcement/transportation agencies;
• Effectively deals with members of the public who may be emotional;
• Collects fees, fines and bonds, maintains accurate records through cash receipt book and audit sheet.
• Maintains abstracts for traffic violations in accordance with state law;
• Fills in during the absence of Traffic Court Clerk;
• Prepares for City Court when needed.
• Performs other duties as assigned.

Qualifications

• Knowledge of NCIC/TIES card file, coding system used to identify crimes;
• Knowledge of the confidentiality requirements of police records and information;
• Knowledge of authorized persons and extent of authorized information release;
• Knowledge of the general policies and procedures of the City of Kingsport Police Department;
• Skill in retrieving information and running a variety of reports from records system;
• Skill in establishing and maintaining effective working relationships with law enforcement personnel, agents of the court and the public;
• Skill in understanding and following complex written and oral instructions;
• Skill in operating a variety of office equipment including typewriters, computer terminals, telephones and copiers;
• Skill in accurately recording and accounting for receipt of cash payments.

Supplemental information

High school graduate or high school equivalent; plus, experience equivalent to one year full time clerical support work, OR completion of a post high school education in Office Management, or closely related area may substitute for required experience. Must obtain TIES certification within first year of employment.