Job Description

Posting number: 2026-00087

Department: Police

Division: Records and Identification

Job classification: Police Records Clerk

Posting type: Open

Categories: Clerical & Data Entry, Records Management

Summary

Performs a variety of clerical work in checking and processing police records and reports for conformance with departmental and legal requirements; processes and maintains logs of warrants, subpoenas and other legal papers; registers and processes transfer of firearms; and performs other related duties as required.

There is one (1) immediate permanent full-time vacancy with the Hawai'i Police Department - Records & Identification Division in Hilo.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

Examples of duties

• Receives and processes forms from operating commands and reviews for completeness and accuracy.
• Reviews police investigative reports for accuracy and conformance to established departmental and legal requirements.
• Sends notices for explanation, clarification, and/or additional follow-up by operations personnel.
• Inputs and deletes information from computerized files.
• Maintains and controls the criminal and miscellaneous reports files by classifying and filing reports by types and degrees of crimes.
• Processes and maintains log of subpoenas, outstanding bench warrants, and other legal documents received from the courts and other agencies.
• Receives, logs, and distributes documents from other jurisdictions and returns them properly executed.
• Receives request for and processes criminal abstracts.
• Collects fees and issues receipts for criminal abstracts.
• Receives bail money and prepares transmittal sheet for forwarding to the respective court.
• Receives and processes applications for permits to acquire firearms.
• Examines and registers firearms.
• Searches files to check records of the seller/buyer before transfer and issuing permit to possess firearm or registering firearm.
• Keeps monthly statistics of registration and transfer and makes periodic inspection to discover unused firearm permits.
• Searches firearm files to ascertain previous registration and stolen property file for theft of said firearm.
• Ensures that weapon being registered is permissible under federal, state, or local laws, and that person is eligible to possess such weapon.
• Types registration.
• Fingerprints and photographs applicants.
• Receives and processes requests for copies of police reports.
• Collects fees for copies made and issues receipts.
• Provides information to authorized individuals over the counter or by telephone.
• Fingerprints individuals for ID's, naturalization, immigration, employment, bonding, and powder license applicants.
• Provides assistance to the Police Evidence Custodian in filing, storage, and retrieval of evidence and records.
• Provides assistance to the Fingerprint Technician in screening rolled prints.
• Makes copies of photos for photo lineups.
• May train new personnel.
• May supervise and review the work of others.

Qualifications

Training and Experience:

A combination of education and experience substantially equivalent to:

• graduation from high school, and
• three (3) years of clerical experience, of which
• one (1) year shall have involved the filing and maintenance of police records (for example: traffic accident reports, criminal complaints, fingerprinting cards, criminal abstracts, firearm permitting and registration), and
• must be qualified to carry and/or possess firearm or ammunition in accordance with state and federal laws, e.g., no misdemeanor or felony domestic violence conviction.

Substitution of education for required clerical experience: an Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience). (Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience).

Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency. (Scan and attach a copy of your official credential evaluation report to your application).

Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: police records' filing methods and systems; general office practices and procedures; arithmetic computations; grammar, spelling, and word usage; purposes and uses of standard office machines and equipment.

Ability to: keep accurate records and maintain files; prepare reports; understand and interpret federal, state, and local laws, ordinances, regulations, and policies; follow oral and written instructions; type rapidly and accurately; compare names and numbers accurately; deal tactfully with the public; work harmoniously with others.

Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping: Light

Benefits of County Employment: The County of Hawai‘i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
• Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai‘i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

Supplemental information

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification,
• professional licenses, and/or
• certificates.

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.

PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME.

ELECTRONIC NOTIFICATION TO APPLICANTS:

Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner. Checking your NEOGOV account INBOX daily is recommended and is the most secure method to check on notices sent to you. This is a new feature created by our vendor, NEOGOV.

Please add info@governmentjobs.com to your contact list. Open your NEOGOV account using your user name and password. In the upper right hand corner of the account is your name, and under your name, click on INBOX to view all notices sent you. The notices will appear here in the INBOX even in the event you don't receive it on your cell phone, computer, or other electronic device. This is the best way to check and view all notices sent to you.

You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.

APPLICATIONS MUST BE FILED ONLINE AT:

https://www.governmentjobs.com/careers/countyhawaii

E-mail: jobs@hawaiicounty.gov