Senior Police Records Data Clerk

Washington D.C
Feb 19, 2021
Feb 28, 2021
Full Time
Marketing Statement

The Metro Transit Police Department (MTPD) is responsible for the enforcement of laws, regulations, and ordinances for crimes committed on, to, or against facilities owned, controlled, or operated by the Washington Metropolitan Area Transit Authority.

This Senior Police Records Data Clerk position is administrative in nature, with emphasis on data quality and accuracy. The incumbent selected to fill this position will be responsible for reviewing crime data through reporting databases to be used in the identification of crime trends. This position requires extensive intake utilizing Microsoft word and manipulating excel spreadsheets. This position will utilize the Police Records Management System and National Incidents Based Reporting System (NIBRS) to review, approve and reject records. Law enforcement experience is required.

The Metro Transit Police Department has tristate jurisdiction and operates in the District of Columbia, the State of Maryland, and the Commonwealth of Virginia. The salary range for the Sr. Police Records Data Clerk position is $55,037.19 to $81,124.81.

In addition, the Metro Transit Police Department offers a rich benefit package to include health, dental, group life insurance, paid holidays, annual and sick leave, a 457 Deferred Compensation Plan and a 401a Plan, tuition reimbursement, flexible spending accounts, and free transportation on Metrobus and rail.

Minimum Qualifications


Graduation from an accredited college with a Bachelor's Degree in Law Enforcement, Police Science, or related field.


Two (2) years of experience which must include a full year in each of the following areas; operating a Police Records Management System that is certified as National Incident Based Reporting System compliant; working in local, state or federal law enforcement; and performing data analysis and operating analytical reporting databases (query functions).

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 the review of police records in support of mandates promulgated by the National Incident-Based Reporting System (NIBRS) of the Federal Bureau of Investigation (FBI). As a subject-matter expert (SME), the Senior Police Records Data Clerk plays a key role in the submission of police records that are an accurate and complete account of any police action. The incumbent supports the MTPD in the efficient delivery of public safety services in the furtherance of criminal investigations and effectiveness of crime prevention initiatives. Moreover, the Senior Police Records Data Clerk ensures records conform to MTPD policy and procedure as it pertains to police reporting best practices.

Generally, the Senior Police Records Data Clerk completes the review, approval and rejection of records through the utilization of a Police Records Management System (PRMS). The Senior Police Records Data Clerk utilizes advanced query functionality of the PRMS and other analytical reporting databases in the compilation of crime data in support of ad hoc requests for information by MTPD personnel.

The Senior Police Records Data Clerk supports the competent training of MTPD personnel in the use of the PRMS based on advanced knowledge of the database and police report writing.

This position is distinguished from the Police Records Data Clerk, in that the latter possesses an advanced understanding of NIBRS in relation to Group A and B offenses and associated data elements. This position also involves a variety of professional and technical duties associated with NIBRS in the organization, maintenance and dissemination reporting data to the FBI.

The performance of the Senior Police Records Data Clerk is evaluated by the Manager for the Crime Analysis and Police Records Division (CAPRD) in terms of the efficient and effective completion of assigned responsibilities, and for conformance with MTPD policy and procedure.

Essential Functions
  • Reviews incoming reports in multiple Police Records Management Systems (PRMS) to ensure they are complete and accurate and in compliance with the National Incident Based Reporting System (NIBRS). Returns unacceptable reports for revision and ensures that reports are corrected and returned to the Records Division.
  • Maintains a missing reports log and returns inaccurate reports for correction to Division Commanders.
  • Interprets laws, legal terms, procedures, report classifications, specific WMATA terms and specific geographical locations (such as stations, parking lots and bus routes) and other technical data that are reported in police reports for civilian Crime Analysts.
  • Assists the Manager with the training and coaching of records clerks, crime analysts and others assigned to CAPRD.
  • Reviews summonses, tickets, and citations to ensure accuracy and notifies officers and supervisors when errors are identified.
  • Maintain and reconcile data in the PRMS associated with Master Indices: Entity, Location, People, Property and Vehicle.

Performs functional processes in the PRMS associated with securing records as mandated MTPD policy and procedure.

Other Functions
  • Assists with entering crime data into the PRMS.
  • Performs records expungements in the PRMS as mandated by Court Order.
  • Provides copies of reports or statistical data to requesters per the Freedom of Information Act (FOIA), Public Access to Records Policy (PARP), and MTPD policy and procedure.
  • Assists the Training Division with the basic and in-service training of sworn personnel regarding proper police report completion.
  • Supplements police reports to correct inaccuracies associated with administrative and geo-spatial information.

Serve as the Cobalt administrator.

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:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)

Review of a current motor vehicle report


WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

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.