Police Clerk

Prepared on May 12, 2025

Department	Law Enforcement
Reports To	Chief of Police
Type of Employment	Full-Time
Work Hours	Monday - Friday
FLSA Status	Non-Exempt
Salary	$23.00 - $25.00 DOE

Summary

The Police Clerk is responsible for the maintenance, distribution, filing, and release of all Shoalwater Bay Police Department reports. This includes coordinating information dissemination between multiple law enforcement agencies. The Police Clerk ensures that all applicable laws, codes, and regulations regarding information dissemination are followed. Additionally, the Police Clerk must be accredited in the State of Washington ACCESS system for entering arrest warrants, missing person alerts, vehicle thefts and recoveries, and other miscellaneous entries. The position requires independent organizational skills, the ability to assimilate, interpret and act upon information, and the ability to set priorities. Day-to-day duties may vary depending upon departmental workload and critical needs.

Job Description

Essential Duties and Responsibilities

Other duties may be assigned.
The Police Clerk will provide assistance to a wide range of persons in varying degrees of service, in person, by phone and by email.
Reviews, audits, organizes and processes documents received from and intended for police officers and the courts including but not limited to: case reports, notices of infraction and citations, collision reports, protection orders, warrants and requests for background checks.
Performs error-free data entry in records management systems utilized by law enforcement personnel, including but not limited to: the Washington State Crime Information Center (WACIC) and the National Crime Information Center (NCIC).
Complies with reporting requirements established by Child Protective Services, Adult Protective Services, Juvenile Justice and Missing Persons.
Maintains officer Blood Alcohol Content (BAC) certifications, Radar certifications, department training records, and other certifications as requested.
Responds to requests for information from members of the department, the Tribe, outside agencies, the media, and the general public.
Respond to complaints from the public or agencies and refer, when necessary, to the appropriate persons.
Facilitates the scheduling of reserve police officers for various private events that require security and documenting their hours worked.
Learn and apply current laws relating to confidentiality and dissemination of information from law enforcement records.
Assemble and distribute crime reports and related documentation to appropriate Department and Shoalwater Bay Indian Tribe personnel, prosecution agencies and the general public.

Other duties and responsibilities include fulfilling requests for assistance and aid by other members of the department with research, reporting and special projects as needed. This job description reflects general details necessary to describe the job’s essential functions, and the job’s level of knowledge and skill typically required. The job description should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, such as working in other areas to cover absences or relief, to equalize peak work, or otherwise balance the workload.

Supervisory Requirements

This position has no supervisory responsibilities.

Experience and Eduction

High school diploma or GED. Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A high school diploma and three years of increasingly responsible administrative or clerical experience in a busy, public-oriented office are preferred.

Enforcement records systems, including WACIC and NCIC; Municipal Court procedures and policies affecting police work; The department’s general orders, rules of conduct and policies; State and Federal law enforcement procedures relating to police records, including firearms, fingerprinting, custody, evidence, confidential information, and related subjects; Law enforcement vernacular, crime codes, software and forms; Report preparation and record keeping, including records management dissemination and public disclosure laws; Typing and data entry procedures and methods; Effective communication principles and practices to include public relations and customer service; Current office procedures, methods, and equipment including computers and computer applications; English usage, spelling, grammar, and punctuation; Basic research methods.

Establish and maintain effective working relationships with those contacted in the course of work, including Tribal officials and the general public; Produce consistently error-free data entries; Organize and maintain physical and electronic records; Maintain confidentiality with tact and diplomacy; Work independently and make responsible decisions in accordance with Police Department policies and procedures; Meet schedules and timelines; Communicate and lead day-to-day activities clearly and effectively, both orally and in writing; Handle effectively and tactfully co-workers and the general public.

Skills

LANGUAGE SKILLS: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to guests, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Basic math.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed, but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Certificates, Licenses and Registrations

A valid Washington State driver’s license is required. Must be able to successfully complete and pass a background check, polygraph & physiological examination, and fingerprint record check prior to hire. Notary helpful but not required ACCESS certification and other related certifications will be required within a specified period of time after hire.

Essential Competencies

Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things.
Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and obtains clarification; responds well to questions; demonstrates group presentation skills, participates in meetings.
Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; present numerical data effectively; able to read and interpret written information.
Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to other views; give and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.
Ethics – Treats people with respect; inspires the trust of others; works with integrity and ethically; upholds organizational values.
Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.
Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
Dependability – Follows instructions; responds to management direction; takes responsibility for own actions; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternative plan.
Attendance and Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. Required to reach with hands and arms.

Work Environment

Work is performed in a public office setting. Repeated interruption of the work is typical. This position requires extensive telephone contacts, computer operations, and reading. The employee will be required to answer phones and work with high-stress situations involving citizens. The employee must meet deadlines and handle multiple priorities. The work area can be noisy and congested at times.

At-Will Employment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

The employment relationship with Shoalwater Bay Indian tribe is voluntary; there is no specified length of employment. Accordingly, either the Shoalwater Bay Indian Tribe or the employee may terminate the employment relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.

This document does not create an employment contract, implied or otherwise.

Indian Preference

Indian preference will be exercised in the hiring of this position in accordance with Shoalwater Bay Indian Tribe’s policy 181 within the Tribes Employee Handbook.

Benefits

After 90 days of employment

Annual Leave accrual
Sick Leave accrual
Bereavement Leave
Military Leave
Jury Duty Leave
Paid Holidays

After 1 year of employment

401K contribution

Work Location	Work on Location Premises 10 Eagle Hill Rd Tokeland, WA 98590
Job Posting Valid Through	Valid until filled
Position Start Date	Immediately