WE ARE HIRING!
Job Title: Records Clerk
Location: Abington Police Department
Status: Full time 35 hours per week, benefits eligible, covered by a Collective Bargaining Agreement (CBA)
Salary: $21.44-$28.16
I. Job Summary
The Records Clerk is the first point of contact for members of the public requesting records maintained by the Abington Police Department. Under general supervision of the Keeper of Records an employee performs a variety of office tasks, clerical, and technical work in support of the APD. If bilingual, the employee will provide translation, interpretation services (reading, writing, speaking, listening) as required.
II. Supervision Received
Work is generally performed under the supervision of the Executive Assistant to the Chief of Police, as well as other police command staff positions.
III. Supervision Exercised
Generally, none, however, will be responsible for their own work and, on occasion, may direct and train other staff.
IV. Duties and Responsibilities
Proficient in the use of the Department's computers, faxes, copy machines, adding machines, phones and scanners;
Proficient in Information Management Cooperation (lMC), CAD (4.5.21.12),lMC Quest,
IMC Mobile, Detail Tracking System (DTS), VADAR, Microsoft Word, Excel, and
PowerPoint, and maintain ongoing proficiency in these applications or any other software as
required by the Chief.
Sound understanding needed to differentiate Civil vs. Criminal matters of the
Massachusetts Trial Court and the Massachusetts Registry of Motor Vehicles;
Work closely with the Massachusetts Trial Court, both with Defense Attorneys as
well as the District Attorney's Office;
Work with insurance companies to provide information relating to crash reports;
Maintain your work area in a professional way, clearing clutter and trash as needed
and maintain a professional decorum, and remind others of this decorum when in or
may be in public view or sound;
Prepare, forward and file Department payroll regarding details on a continuous basis.;
Work closely with the Chief of Police, the Executive Assistant and the Town Accountant
regarding payroll issues;
Perform routine Accounts Receivable and Accounts Payable functions department-wide
in the absence of the Executive Assistant;
lf requested successfully pass the "Full Access" exam every two years as required to
access the databases of the Criminal Justice Information System, specifically the
Registry's Automated License and Registration System (ALARS);
Ensure Massachusetts General Law, Ch. 209A S8 (Confidentiality of Records),
Massachusetts General Law, Massachusetts General Law Ch. 41 S98F (Daily Logs),
Massachusetts General Law Ch. 41 S97D (Confidentiality of Reports of Rape and
Related Offenses) and Massachusetts General Law Ch. 209A S6 (Victim's Right to Copy
Incident Report) are strictly adhered to;
Maintain a sound understanding of the Secretary of the Commonwealth's Records
Disposal Schedule while keeping the Department's records in compliance with that
schedule;
Have a thorough understanding of Massachusetts General Law, Ch. 4 S7(26) regarding
the disclosure of public records, including maintaining a public records request log in
accordance with state requirements;
Attend yearly Massachusetts Public Records Law seminars;
Perform diversified clerical and executive duties including correspondence requiring the
use of judgement in analyzing facts and determining proper procedures to be taken
within the limits of standard and acceptable practices and procedures;
Prepare and maintain all department case files, correspondence, and documents;
Work closely with outside vendors, construction companies, utility companies, and
similar entities, performing Accounts Receivable functions. This includes sending
demands for payment on delinquent accounts and managing related transactions using
DTS and VADAR systems.
Correspond using Google mail with an ability to attach documents, open documents and
electronically file documents;
Screen and redact records for dissemination according to the H.l.P.A.A (Health
Insurance Portability and Accountability Act) if applicable;
Prepare and type correspondence as required, this includes but is not limited to policies ,
procedures, rules, regulations, general orders and memos;
Maintain secure office space at all times;
Prepare and submit paid invoices received to the Town Accountant on a weekly basis or
as determined by the Chief of Police;
Perform general office functions-including typing, bookkeeping, filing, and
recordkeeping-to support departmental operations;
Reconcile accounts with the Accounting Department monthly;
Submit accident reports electronically for the RMV on a weekly basis;
Process written traffic citations, disseminating copies to the Registry of Motor Vehicles
and Brockton District Court, as needed;
Keep all agency/officer copies of citations;
File warnings by calendar year;
File monetary/criminal citations by officer's name, by calendar year;
Sporadically check on officer's citation entry into lMC;
Report any problems/deficiencies to the Deputy Chief of Police
Perform the duties of the Executive Assistant to the Chief in his/her absence, as well as
the duties of the LTC Clerk in his/her absence, and any other duties as assigned.
V. Qualifications
Minimum of a high school diploma or an equivalency is required;
Thorough knowledge of Police Department office practices and procedures;
Familiarity with Criminal Offenders Records Information policies and procedures;
Ability to organize clerical and statistical records and to prepare reports from the same;
Ability to operate various types of office equipment, including a computer,
Ability to work effectively under time constraints to meet deadline,
Ability to operate the NCIC/LEAPS computer terminal;
Ability to record and maintain financial records
Ability to type at efficient speed;
Ability to evaluate criminal and civil cases for Criminal Offenders Records Information
purposes;
Ability to maintain confidentiality of records;
Accuracy and aptitude for working with details is critical;
Skill with typing and computers;
Skill in data entry;
Vll. Tools and Equipment Used
Computer-aided systems include, but not limited to IMC Record Management, payroll and
finance software systems, Microsoft and Adobe processing software; copy and fax machines;
telephone.
Vlll. Physical Demands
Tasks require the ability to exert light physical effort in sedentary to light work, but which may
involve some lifting, carrying, pushing, and/or pulling of objects and materials up to 25 pounds.
Tasks may involve sitting or standing for extended periods of time and work at a keyboard or
work station.
lX. Selection Guidelines
Formal application; rating of education and experience: oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The Town of Abington is an Equal Opportunity/Affirmative Action Employer and does not discriminate on the basis of race, color, national origin, religion, gender or gender identity, familial status, disability, ancestry, age, marital status, public assistance status, sexual orientation, veteran history/military status or genetic information.
Application Process:
To apply for the position of Records Clerk, please submit a resume and cover letter detailing your qualifications and relevant experience to Deputy Chief Jeffrey Postell at JPostell@abingtonpolice.org. Deadline for Submissions: Friday, January 23rd, 2026 at 5pm.