Police Records Specialist I

Valid Typing Speed Documentation

is required by 4:30 p.m. on April 3, 2025

to be considered for the Police Records Specialist I position.

DEFINITION
Under general supervision, to perform a wide variety of difficult and specialized clerical work in support of the Records Division of the Police Department; including the maintenance of records and files, processing of data and reports, critical time-sensitive data entry, providing support to sworn personnel, and providing information to the public, outside agencies and departmental staff; and to perform related work as required.

CLASS CHARACTERISTICS

The Police Records Specialist I performs assigned duties under immediate supervision while learning related policies and procedures. Positions in this class are distinguished from the Police Records Specialist II by the performance of less than the full range of duties assigned to the Police Records Specialist II. Positions in this class carry continuing responsibility for varied and complex clerical operations, where work procedures or methods must be independently selected or devised and provide administrative assistance to a Division Head. Work requires considerable judgment in assembling and evaluating information in the coordination of work. Instructions given by supervisors generally do not provide all the information needed to complete the assignment. Incumbents are expected to resolve most problems confronted through the application of judgment and precedent, referring to the supervisor only those that involve the establishment of new procedures and policies. Positions in the Records Division may require that the employee work rotating shifts, weekends, and holidays. Incumbents are required to maintain strict confidentiality as it relates to all aspects of the Police Department.

Receive, stamp, copy, and distribute police reports; receive and process requests for reports, ensure release of information complies with State Laws, copy, redact, and collate reports, and compile criminal histories of defendants; prepare, copy, and distribute subpoenas for court liaison; receive incoming warrants from the court and review to ensure that complete and accurate information is provided to officers, law enforcement agencies and the courts, prepare and distribute notifications for warrants to field officers for service, maintain accurate records and update warrant status in computer systems; access and interact with all police databases, NCIC/CLETS and DMV computer terminals and work with other allied agencies; automated data systems; input a variety of critical and public safety-related materials through law enforcement computer systems and check output for accuracy; prepare and process complex materials which may require some analysis of source material and a thorough understanding and familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data; provide clerical and administrative support to a division head; compile a variety of narrative and/or statistical reports, locating sources of information, devising forms to secure data and determining proper format for finished reports; review for accuracy and conformity to established procedures the work of others who are performing related operations in the work process;design forms, work out improvements in procedures and participate in the reorganization of work procedures and assignments from procedural or ordinance changes; coordinate the flow of information to other divisions; coordinate the efforts of and participate fully in the work of office support staff; perform the more difficult clerical work; train office staff; prepare correspondence, statistical data and reports as required; answer questions that involve searching for and abstracting data and detailed explanations; make appointments, screen callers, screen correspondence, initiate replies to routine correspondence, assemble information from a variety of sources, requisition supplies, materials and equipment, prepare schedules, prepare cases for filing with the court and the District Attorney's office and relieve supervisor of routine office details; report to supervisor problems encountered in the coordination of work; call for purchase order numbers; log and file a variety of records; prepare payroll documents; receive and respond to emergency calls; operate a radio; type agendas and legal descriptions; record official documents; prepare bids and bid summaries; maintain budget expenditure files; operate City vehicles to perform court runs to various courthouses, City Attorney's office, other law enforcement agencies and training facilities, to attend local and out of area training, and to complete department errands needed for the operation of the facility; and perform related work as required.

LICENSE REQUIRED

• Possession of a valid Class C California Driver's License and a good driving record.
• Must complete the D.O.J. training for full access operator and obtain the Records Clerk certification from California POST within six months of appointment.

EDUCATION AND EXPERIENCE

AND

QUALIFICATIONS
Knowledge of:

• Applicable federal, state, and local laws, codes, and regulations including the Public Records Act;
• Computer terminal operating methods and office software;
• Modern office methods and procedures, including the preparation of business correspondence and reports, filing, and standard office equipment operation;
• Correct English usage, spelling, grammar, and punctuation;
• Basic mathematics;
• Advanced record-keeping methods.

Ability to:

• Receive and give information over the telephone or in public professionally and courteously;
• Communicate clearly and concisely, both orally and in writing;
• Understand and follow oral and written directions;
• Read, interpret, and apply rules, policies, laws, and terminology;
• Utilize considerable discretion in handling confidential data;
• Prepare and maintain records and reports with speed and accuracy;
• Establish and maintain effective working relationships with coworkers, other agencies, and the public;
• Operate a computer keyboard skillfully;
• Ability to type at a corrected speed of 45 words per minute;
• Remain calm in emergencies;
• Organize and prioritize work assignments;
• Train less experienced staff in assigned areas of activity;
• Operate a vehicle observing legal and defensive driving practices;
• Learn and apply the standards and methods of law enforcement records distribution;
• Perform clerical work involving independent judgment and requiring accuracy and speed.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Work is primarily sedentary. Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. This position also requires grasping, repetitive hand movement, and fine coordination in preparing reports and retrieving and entering data using a computer keyboard. Additionally, the position requires near and far vision in reading work-related documents and using a computer, and acute hearing is required when providing telephone and face-to-face service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required. The incumbent may be required to attend periodic evening meetings. Incumbents are required to travel within and out of the city to attend meetings.

• Valid typing speed documentation completed within the last six (6) months for a minimum of forty-five (45) net words per minute is required by 4:30 p.m. on April 3, 2025, to be considered for the Police Records Specialist I position.
• Valid typing speed documentation may be obtained from any valid source (i.e.: employment agencies, schools, online, etc.). The document must include your full name (as listed on the employment application), the date completed within the last six (6) months, and the net typing speed for a minimum of forty-five (45) net words per minute.