Job Abstract

Under general supervision, performs a variety of general, technical and complex clerical tasks associated with law enforcement support services; maintains confidential and highly sensitive records as related to police activities; secures and maintains crime evidence and "chain of evidence"; coordinates repairs and maintenance of police vehicles and equipment; and performs related work as required.

The incumbent selected for this position will go through an extensive background process that will include the following:

1. Completion of the State of California Personal History Statement for Public Safety Dispatchers
2. Polygraph Test
3. Reference Check and Verification of Employment
4. LiveScan Fingerprinting
5. Pre-Employment Physical, Drug Screen and TB Test

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Administrative Police Sergeant, although work is performed independently.

Essential and other important responsibilities and duties may include, but are not limited to, the following: Responsibilities and duties may include, but are not limited to, the following:

• Types, records, and files a wide variety of police records, reports, and materials including bookings, warrants, citations, traffic reports, abandoned vehicle reports, animal control reports, criminal and non-criminal reports and statistical reports.
• Performs a variety of tasks related to crime scene investigations and property and evidence control; collects, analyzes, evaluates and preserves evidence; logs evidence into records system; checks items in and out for court and investigations; determines when to dispose of evidence and prepare appropriate documentation; maintains and updates knowledge of evidence handling requirements.
• Prepares, approves and releases records requests, records checks, insurance verifications and record clearance letters to officers and the general public accordingly.
• Assists the general public at front counter; screens office visitors and telephone callers; responds to citizen inquiries and complaints; provides information within area of assignment.
• Performs computer duties including entering reports, citations and other data into the police computer system; performs information searches and retrieval of data for reports and other police related files; distributes data to appropriate officers or agencies.
• Acts as liaison with the court and other offices requiring the transmission of documents and the coordination of criminal filings and court appearances; provides testimony in court regarding evidence and other police matters; maintains records and tracks such actions.
• Researches and assembles information from a variety of sources for the preparation of periodic and special reports or the completion of forms; uses spreadsheets and makes statistical calculations.
• Prepares correspondence, reports, forms, receipts, brochures and specialized documents from drafts, notes, brief instructions, corrected copy or prior materials.
• Establishes and maintains office files, following an established filing system; compiles information from such files; purges files as required.
• Operates standard office equipment, including job related computer hardware and software applications for data entry, facsimile equipment and multi-line telephones; operates a two-way radio or other department specific equipment as needed.
• Collects fees for fingerprinting, vehicle releases, vehicle repossessions, report requests and special events requiring reserve officer training.
• Shares supervisory responsibilities of Police Department volunteers and trains for support as needed.
• Acts as the False Alarm Program Administrator.
• Monitors training needs and makes recommendations.
• Attends meetings as needed.
• Performs related duties as required.

Knowledge of:

• Record keeping and filing principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Techniques for dealing effectively with the public and city staff in person and over the telephone.
• Functions, principles and practices of law enforcement agencies, including records disbursement is desirable.
• Applicable laws and regulations and statues is desirable.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Establish and maintain self-control in dealing with hostile individuals.
• File alphabetically, numerically, and chronologically.
• Understand and carry out oral and written directions.
• Perform basic business math related to accounting for large sums of money.
• Maintain physical and mental capacities appropriate for the performance of assigned duties and responsibilities.
• Testify in court or civil proceedings about policy, procedures, or records on file.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would provide the required knowledge and abilities may be qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Two years of full-time, non-sworn clerical experience in a law enforcement agency at a level equivalent to the class of records clerk. Experience in a law enforcement setting is desirable.

Education / Training:

Equivalent to the completion of the twelfth grade. Completion of an Associate’s degree with major course work in criminal justice, law enforcement or a related field is desirable.

Certificates/License:

This position requires the following:

• Possession of a valid California Driver’s License and a satisfactory driving record as determined by the City’s policy.
• Completion of a current POST Records course or ability to complete one within six months of hire.
• Completion of the California Law Enforcement Telecommunications System training or ability to complete within fourteen days of hire.
• Possession of a current standard First Aid certificate supplemented by completion of an AED course, or ability to obtain/complete within six months of employment.
• Possession of a current Community CPR certificate or ability to obtain within six months of employment.
• Possession of a Public Records Act course certificate or ability to obtain within six months of employment.
• Possession of an Earthquake certificate from the California Specialized Training Institute is desirable.
• Proof of eligibility of POST SB2 compliance.

First review of applications: July 15, 2024

Note: The City reserves the right to close the recruitment prior to the posted closing date without advance notice to candidates.