Police Records Data Clerk

Washington D.C.
Mar 18, 2019
Apr 01, 2019
Full Time
Job Description



  • Graduation from high school or possession of a General Equivalency Diploma (GED) is required.  


  • Minimum one (1) year of administrative/clerical experience in maintaining police information systems data.



  • An Associate’s Degree in Police Science, Criminal Justice, or a related field is preferred

Medical Group: 
Satisfactorily complete the medical examination for this position, if required.  The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.


This position is responsible for approving, entering, updating, processing, and maintaining police records information in several Police Records Management Systems (PRMS).  The incumbent would be responsible for generating reports from collected data.  The incumbent collects, organizes, reviews, documents, and requests missing documentation for police reports from Police Officers/Detectives.  The incumbent assists the Transit Police Crime Analysts with preparing reports required by the Metro Transit Police Department (MTPD) and other WMATA offices, outside governmental and law enforcement agencies such as the Federal Transit Administration (FTA), Federal Bureau of Investigation (FBI), Metropolitan Washington Council of Governments (COG), and regional police agencies. This is administrative, clerical, automated systems and advanced data management work.  


  • Collects all MTPD reports, citations, warnings, contact cards, use of force forms, etc., and ensures the accuracy, storage, retrieval and classification of criminal and non-criminal events.
  • Performs the staff review function to ensure the accuracy of offense and incident reports, citations, field contacts, warnings, and associated forms.  Maintains a missing reports log and returns inaccurate reports for correction to Division Commanders. Distributes police reports and citations to the accountable police bureau/unit.
  • Maintains manual and automated police information systems and reports to include maintaining a computerized PRMS.
  • Codes data for computer input; operates a personal computer to input and retrieve data on local, state, and nationwide computer systems. Operates a computer to perform backup operations.
  • Interprets law enforcement jargon used in police reports; receives calls and records critical information for police records; makes approved changes in the information systems and on records; classifies, indexes, sorts, and arranges police information; compares, matches, checks, and verifies police information; and searches files for data relating to specific cases or individuals.
  • Approves records and enters, maintains, and updates PRMS data for the MTPD in relation to the National Incident Based Reporting System (NIBRS).  Maintains data in the MTPD PRMS, Microsoft Access, Excel, and Word for CompStat, statistical reports and other various crime analysis requirements.
  • Maintain and reconcile data in the PRMS associated with Master Indices: Entity, Location, People, Property and Vehicle.
  • Performs record expungements in the PRMS as mandated by Court Order.
  • Performs functional processes in the PRMS associated with sealing records as mandated by Court Order.
  • Performs functional processes in the PRMS associated with securing records as mandated MTPD policy and procedure.
  • Ensures that FBI and MTPD offense codes are accurately assigned and maintained. Provides copies of reports to requesters per the Freedom of Information Act (FOIA) and MTPD procedures.
  • Retrieves and distributes the files and statistics as requested or required.  
  • Serves as a Records Liaison Officer (RLO) with the responsibility for the collection, preservation, retrieval, and disposition of all MTPD police records in accordance with the policies and procedures of the Authority.


  • Maintains a variety of files and statistics in compliance with MTPD and WMATA policies and procedures.  

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria:
Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.
Evaluation criteria may include one or more of the following:

  • Personal Interview 
  • Skills Assessments 
  • Verification of education and experience 
  • Criminal Background Check 
  • Successful completion of a medical examination including a drug and alcohol screening 
  • Review of a current Motor Vehicle Report

Washington Metropolitan Area Transit Authority, a Federal contractor, is an Equal Opportunity / Affirmative Action employer.  All qualified applicants receive consideration for employment without regard to race, color, creed, religion, national origin, sex, gender, gender identity, age, sexual orientation, genetic information, physical or mental disability, or status as a protected veteran, or any other status protected by applicable federal law, except where a bona fide occupational qualification exists.  Our hiring process is designed to be accessible and free from discrimination.

This posting is an announcement of a vacant position under recruitment.  It is not intended to replace the official job description.  Job descriptions are available upon confirmation of an interview

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