Job Description

RECORDS OFFICE CLERK

JOB VACANCY #: JV 2026-5

THE POSITION OF: Records Office Clerk

DEPARTMENT/DIVISION OF : Police/Special Services

FLSA CLASSIFICATION: Non-Exempt

CLASSIFICATION : AFSCME Rank & File

SCHEDULE: Full-Time, 2:00 PM – 10:00 PM

SALARY: $25.66/hr

POSTING DATE: February 20, 2026

Qualified, interested candidates must submit an application and current resume. For questions email: gissell.vargas@readingpa.gov

POSITION SUMMARY :

This position deals with the Reading Police Departments’ records. Our office maintains all police reports made to the City of Reading including crash reports. We process reports submitted by our officers classifying them according to the National Incident-Based Reporting System (hereafter referred to as NIBRS).

Typical duties may include but not limited to:

• Thorough reading of all police reports submitted and the ability to make decisions and properly classify per NIBRS guidelines.
• Data entry and updating of specific information contained in reports into our Records Management System (hereafter referred to as Motorola/FLEX) and various crash reporting systems.
• The ability to manage requests both from the public and other criminal justice agencies in a timely and professional manner.
• Use of Microsoft Word to create a daily bulletin and disseminate this information to the Reading Police Dept and other agencies requesting our daily crime information.
• Process field interview information on individuals stopped by our officers when a report is not needed, however, may be used for future information of the agency.
• Process mail received from the public and insurance companies requesting offense reports, confirmation letters, and crash reports.
• Disseminate criminal background information to other agencies and the public for various purposes (i.e. employment, federal housing, etc.)
• Responsible for logging criminal background activity per State guidelines.
• Prepare court envelopes for officers attending hearings and adding all future additions.
• Filing and maintenance of all records submitted to the Records Office.
• Process and perform in a timely manner all additional requests made of the clerks by the Records Office Supervisor and/or Sergeant.

MINIMUM QUALIFICATIONS :

Educational Requirements/Experience

• High School diploma or GED.
• A thorough background check is done on the applicant and all persons who live in the same household as the applicant. The outcome of this criminal background check done locally and throughout the state of Pennsylvania will determine if applicant can be hired for this position
• Must be willing and able to work nights, weekends, holidays and overtime if needed to keep the function of the Records Office to the expectations of the Dept Head, being the Chief of Police. Flexibility in scheduling is needed with changes being made to the clerk’s schedule with as little as a one (1) hour notice due to illness, but with a 1-week (7 days) notice of change due to other circumstances, including vacation requests, scheduled absences, etc.
• Typing at least 35 WPM to pass typing test given for this position
• Prior clerical office experience required

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