Job Description

Police Records Specialist

Under close supervision, performs a variety of clerical tasks and administrative support functions within the Records Bureau of the Police Department; and performs other duties as required within the scope of the classification. Reports to: Police Records Supervisor. The Police Records Specialist is an entry-level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval. Incumbents are expected to work with some independence on the repetitive aspects of the work as employees achieve proficiency in performing their assignments. This classification differs from the Senior Police Records Specialist in the repetitive nature of assigned work and the limited degree of independent judgment exercised.

Examples of essential duties include preparing forms such as memoranda, form letters, police clearances, declarations, and other documents; duplicating materials and distributing to other agencies/departments; assembling police reports and other records to prepare and submit misdemeanor and felony packets for court; responding to inquiries by telephone, email, and in person from officers and other law enforcement and governmental agencies; researching, collecting, and disseminating authorized information utilizing various computer systems; providing information that assists detectives and officers in the field in conducting their investigations; presenting facts related to laws and ordinances; responding to questions, requests, and complaints from the public by telephone, email, and in person at the public counter in accordance with departmental procedures; receiving and sorting incoming mail; researching and responding to requests from insurance companies, probation officers, parole officers, background investigators and other agencies; preparing and providing police records for release to the general public as required by law and in accordance with departmental procedures; releasing recovered stolen, impounded or stored vehicles; completing the booking process of arrestees; processing temporary/permanent restraining orders; performing basic teletype duties involving entry into CLETS/NCIC databases; responding to requests for warrant check; inquiring, collecting and entering information regarding private party impound and repossessed vehicles; maintaining temporary control of minor children taken from unfit homes or adult offenders; researching, retrieving, and printing information contained within the automated Records Management System (RMS); monitoring automated storage queue for incoming documents and processing according to priority, proofreading documents for accuracy and completeness; entering a variety of information from several different types of documents into the automated RMS; performing complex automated quality control verification that all system required information is entered into the RMS from police reports; memorizing codes and abbreviations for data entry; scanning hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate departments and agencies; filing hard copy materials numerically into established filing system; maintaining the confidentiality of all information assimilated and utilized on the job; reporting to work as scheduled; maintaining a regular and consistent attendance record; and performing other related duties as assigned.

Minimum qualifications include any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position. A typical combination includes knowledge of City and Department policies and procedures, basic organization and operations of a police department, administrative and clerical practices which relate to filing, verifying, checking, and maintaining records, modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications), correct English usage, grammar and punctuation, legal terminology; code books; and Department manuals, federal and state codes for release of information/confidentiality, CLETS users guide, DOJ POST Records manual; computer manuals, quality service principles and practices, telephone procedures and etiquette. Ability to work a variety of schedules including evenings, weekends, and holidays, function effectively in a complex work environment with a high level of interruption, learn assigned tasks readily; perform several tasks simultaneously with a high level of accuracy, learn police terminology and law enforcement codes, serve the public by telephone, in writing, and at a public counter in situations which may be stressful, establish and maintain effective relationships with those contacted in the course of work, understand pertinent procedures and functions quickly, produce a variety of documents, follow written and oral instructions, operate computers, teletype and other office equipment. Education: High school diploma or equivalent certificate. Experience: One (1) year in an office environment, with computer usage and a minimum typing/keyboarding speed of 30 wpm net. Licenses/Certifications: A valid California driver license with an acceptable driving record required at time of appointment and during course of employment. Shift Assignment: Must be available to work all assigned shifts, including evenings, weekends and holidays. Background Investigation: Must successfully pass a comprehensive background investigation including a polygraph. Reclassification: Current City Employees who meet the minimum qualifications for Senior Police Records Specialist, have successfully completed twelve (12) months in the position of Police Records Specialist, and receive recommendation from the Police Services Manager and the Chief, may be eligible for reclassification to Senior Police Records Specialist.

Application and selection process includes completing an official on-line application in its entirety. Incomplete applications will not be accepted. Applicants meeting the minimum qualifications will be sent an invitation by email to complete an online Criticall Examination. This includes testing skills required to be successful in the position. It will also include a typing test and the minimum net typing speed is 30 WPM. Candidates receiving a passing score on the Criticall exam will be invited to an oral board interview. Candidates successfully passing the written and oral exams will be placed on an employment eligible list from which hires may be made. The employment eligible list is valid for up to one year, unless exhausted sooner. Candidates considered for hire must undergo a comprehensive background investigation, which includes (but is not limited to) LiveScan fingerprinting, polygraph exam, credit check, reference/employer checks, DOJ and FBI checks, etc. Upon a conditional offer of employment, a pre-placement medical evaluation, psychological exam and drug screening must be completed with acceptable results. Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.

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