Job Description

Police Records Clerk

Under immediate to general supervision, performs a variety of record-keeping and customer service duties in support of the Police Department; receives, enters, researches, and assimilates data in a records management system and other database systems; processes police warrants and Officer subpoenas; answers phones and assists visitors to provide a variety of information to members of the community, department personnel, and outside agencies; provides support and assistance to other non-sworn functions and activities of the Police Department; and performs related duties as assigned. Receives immediate or general supervision from the Police Records Supervisor. Exercises no direct supervision over staff. This is the entry-level classification in the Police Records Clerk series. Initially under close supervision, incumbents learn and perform police records processing and maintenance duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Essential Duties

Management may amend duties pursuant to the Americans with Disabilities Act (ADA) so qualified employees can perform the essential functions of the job. Positions at the Police Records Clerk level may perform some of these duties and responsibilities in a learning capacity.

• Performs a variety of customer service functions applicable to police department operations including records release and maintenance, receiving, responding to, and entering requests for police reports, and screening and forwarding telephone calls and emails.
• Prepares and processes permits for taxi and tow truck operators, masseuse technicians, cardroom dealers, and other professions requiring special registration; collects checks and cash, maintains ledgers, and prepares and issues receipts.
• Provides general information regarding department policies, procedures, requests for information, and requests for service in person, telephone, and via email; coordinates work with other City departments.
• Processes case reports, citations, subpoenas, DMV paperwork, Child and Family Services referrals, domestic violence reports, traffic accidents, and other related paperwork.
• Conducts "live scan" electronic transfer of fingerprints; receives and conducts background checks as requested; collects associated fees.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking, scanning, and filing reports, and redacting confidential information when required; purges records and files as required; monitors and responds to department email requests for information.
• Enters a variety of statistical data and reports into computer systems with high accuracy.
• Reviews and processes local arrest warrants; utilizes California Law Enforcement Telecommunications System (CLETS) and Wanted Persons System (WPS) as applicable.
• Assembles and compiles information for a variety of departmental, state mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, and memoranda; checks drafts for punctuation, spelling, and grammar and suggests corrections.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• Performs various administrative support duties, including answering and directing telephone calls, processing mail, and preparing court packages.
• Provides research assistance to officers and other law enforcement personnel as assigned.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• May assist with gender-specific searches.
• Performs other duties as assigned.

Qualifications

Positions at the Police Records Clerk level may exercise some of these knowledge and abilities statements in a learning capacity.

Knowledge of:

• Principles, practices, methods, and techniques of law enforcement agencies.
• Police terminology and law enforcement codes.
• Principles, practices, methods, and techniques of records management, including records disbursement procedures.
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Operational characteristics of automated records management systems (RMS).
• Business arithmetic.
• Research and reporting methods.
• Legal obligations with respect to the release of data and reports.
• Record keeping principles and procedures.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Make accurate arithmetic and statistical calculations.
• File and maintain automated and hardcopy records with accuracy.
• Maintain confidentiality of data encountered in the scope of work.
• Compile and summarize information.
• Research a variety of topics in assigned areas of responsibility.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize own work, set priorities, and meet critical time deadlines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks including, but not limited to, a 2-way radio and specialized automated law enforcement information systems.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Education: Equivalent to completion of the twelfth (12th) grade.
• Experience: One (1) year of responsible clerical or technical administrative experience including extensive interaction with the public.

Licenses and Certifications: None.

Supplemental Information

Must possess mobility to work in a standard office setting and use standard office equipment; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds. Employees work in an office environment with moderate noise levels, controlled temperature conditions, and some exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures. May require working varied shifts and/or alternate schedules. City employees are expected to work overtime, weekends, evenings, and holidays as required to accommodate the City's needs, in addition to responding as a Disaster Services Emergency Worker (California Government Code Section 3100-3109).

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