Job Abstract

The Police Records Technician is a specialized clerical classification utilized in the Police Department. Incumbents in this non-sworn position perform assigned tasks with minimal instruction or assistance. The more experienced Police Records Technicians are expected to assist with the supervision of less experienced staff.

• Type and process a wide variety of Police records, reports, and materials, including arrest reports, warrants, citations, crime and traffic reports, fingerprint cards, and vehicle storage and impound forms; operate a variety of automated systems to create or revise computer files; verify that paperwork is complete, correct, and properly signed.
• Assist Department personnel and the public in person and by phone; release requested reports and related information to the public or to outside agencies in accordance with established regulations; provide general information regarding Department policies, proce­dures, and regulations; issue bicycle licenses and parking permits; process drug, sex, and arson registrants and restraining orders.
• Operate computer terminals and teletype to enter, modify, and retrieve data, such as stolen and recovered property, driver's license, and vehicle registra­tion information, warrants, and detective supplements; conduct record checks and research files for requested information; audit files on a monthly basis to maintain appropriate standards.
• Sort, file, copy, and distribute crime and traffic reports, citations, and other records as appropriate; perform file searches to locate missing records; issue permits and licenses according to prescribed procedures.
• Receive fees; prepare receipts, standard forms, and records in accordance with established procedures; balance cash drawer and resolve discrepancies; deposit funds with City Hall.
• Assemble, code, record, and summarize a variety of Police records data including data on serious crime offenses, stolen vehicles, crime reports, and related records; compile, compute, and prepare a variety of reports.
• When assigned to court liaison function: maintain daily contact with the District Attorney’s Office. Deliver filing packets, subpoenas, and other paperwork to the District Attorney’s Office on a daily basis.
• When assigned to the Detective Bureau: prepare and assign cases for the in-custodies; correspond with the District Attorney’s Office on case filings and dispositions; prepare and compile statistical forms; establish and maintain a log of subpoenas received; post and update a weekly court schedule to inform Officers of court appearances; track the use of overtime related to court appearances; assist Officers by maintaining files; answer phone calls, take messages or provide routine information; prepare a variety of correspondence; perform administrative related functions in support of the Detective Bureau.
• May perform a variety of general clerical tasks, including creating correspondence, and standard forms; may sort and distribute mail; may prepare simple reports.
• A female Records Technician may perform matron duties including searching prisoners, collecting urine samples, and supervising individuals in custody; may be temporarily assigned to care for juveniles.
• Interact with co-workers at all levels in the organization in a collaborative and customer service-oriented manner.

• Maintain prompt and regular attendance.
• Perform all duties within the context of the City’s Mission Statement and Organizational Values.

Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. A typical example includes:

• High School Diploma or G.E.D.

Licenses/Certifications:

• One year of general clerical experience which includes a variety of data entry and record keeping tasks as well as public contact work in a fast-paced environment.

• Related office methods and procedures.
• Office equipment operation.
• Principles, codes, regulations, and laws governing Police records management.
• Organization, procedures, and operations of the Police Department.
• Data processing systems/applications.

• Interpret and apply rules and regulations, procedures, and policies.
• Explain and apply policies and procedures.
• Choose among alternatives to resolve problems.
• Perform routine clerical work.
• Communicate effectively with a variety of personnel and establish/maintain effective working relationships.
• Understand and follow verbal and written directions.
• Work efficiently and independently without direct ongoing supervision.
• Perform simple mathematical computations.
• Operate a variety of office equipment including a computer using a variety of software programs.
• Use correct English grammar, punctuation, and spelling.
• Learn to perform matron related tasks.
• Type at a minimum rate of 40 net words per minute.
• Deal tactfully and courteously with internal and external customers.
• Communicate clearly and concisely, both orally and in writing.
• Use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information.
• Be attentive to details.

Training/Safety Requirements:

• Completion of specialized training in the clerical occupational field.
• Job specific training will be provided according to class specifications during work hours.

• Possess a valid California Driver’s License and a satisfactory driving record.
• Work a varying schedule including weekends, evenings, and holidays.
• Receive satisfactory results from a background investigation, a physical examination, which includes a drug screen, and an administrative review (external applicants).

• Reaching: Reaching above the shoulders to place and/or retrieve objects.
• Sitting: Ability to sit with little movement for long periods of time (usually a minimum of two or more hours per day)
• Color Vision: Ability to identify and distinguish colors.

Chino Police Professional Employees Association (CPPEA)