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Human Resources
FLSA Designation: Non-Exempt
May, 2005

POLICE RECORDS CLERK I

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under supervision of a Police Lieutenant or other assigned senior, supervisory or management staff, performs a wide variety of general and/or specialized office support, clerical, and technical work in support of the Police Department; collects, records, transcribes, maintains, edits, and retrieves confidential law enforcement data and information; performs a variety of record keeping functions including processing police reports; receives and provides assistances to the public at the front counter and over the telephone; and provides other support and assistance to other non-sworn functions and activities of the Police Department.

IDENTIFYING CHARACTERISTICS
This is the entry level class in the Police Records Clerk series performing routine and less complex law enforcement records/office support assignments while learning City policies and procedures. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Police Records Clerk II level and exercise less independent discretion and judgment in matters related to work procedures and methods. 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. This classification is flexibly staffed with the Police Records Clerk II. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas.
  2. Enters, maintains, and retrieves data, reports, and information into and from a variety of automated law enforcement records systems including the California Law Enforcement Telecommunications System (CLETS); validates selected records from the Department of Justice files including vehicles, boats, and missing persons.
  3. Verifies documents through CLETS and other means for vehicle releases; runs various records for background checks; runs arrestees and suspects for warrants, driving records, and criminal history; assists officers with RMS checks.
  4. Processes case reports including citation amendments, Department of Motor Vehicle paperwork, Child and Family Services referrals, domestic violence reports, and traffic accidents; prepares all reports, including both misdemeanors and felonies, for complaints to the District Attorney; logs all reports sent to the District Attorney’s Office; processes all reports to be forwarded to proper individual or agency.
  5. Assists with police file and record management including their destruction and transformation to microimaging; scans reports; assists in the implementation of file record management systems and programs.
  6. Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies including the Department of Justice (DOJ), California Highway Patrol, District Attorney, Department of Motor Vehicles (DMV), City and County offices, insurance companies, and other agencies and organizations.
  7. Collects checks and cash for reports, vehicle releases, fingerprinting, VIN, visa clearance, case reports, and other matters; maintains appropriate ledgers; prepares and issues receipts.
  8. Processes all subpoenas received by the Police Department for criminal and traffic court; enters subpoenas into Police Department court log and updates log based on information received for the District Attorney’s Office for cases that are continued, trailed, vacated, or pled; contacts all officers listed on subpoenas and notifies officers of court case change of status; prints court log each day; notifies District Attorney’s Office/Court if officer is not appearing of certain subpoenas; collects all signed subpoenas from officers and enter into court log; forwards subpoenas back to various District Attorney’s Offices.
  9. Schedules and calendars appointments including for fingerprinting, court ordered bookings, registrant booking, and child seat inspections.
  10. Accesses State photo system to retrieve driver’s license photographs for officers and detectives; generate photo line-ups from the system; maintains updated log of all inquiries into the system.
  11. Assists other departmental and City personnel with administrative and office support functions; faxes materials to other agencies; maintains accurate records; maintains various log books; receives packages and opens and distributes mail; updates warrant board; prepares monthly statistics for the Department of Justice; assists with the searching of females in police custody as necessary.
  12. Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; answers and responds to calls on multiple phone lines; forwards calls to appropriate personnel; takes and provides phone messages.
  13. Types correspondence, reports, forms, and other confidential and specialized documents from drafts, notes, dictated tapes, or brief instructions; composes letters and other documents as necessary.
  14. As assigned, provides training to all Police Department personnel on bi-yearly CLETS testing as required by the Department of Justice; records and maintains records on employee training on the CLETS test.
  15. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Modern office procedures, methods and equipment including computers. Law enforcement records management principles, procedures, techniques, and equipment. Basic police terminology. Public and agency desk procedures and methods for providing services and information including those related to collecting, maintaining, and releasing information, files, and documents. Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures. Customer service principles and practices. Methods and techniques of proper phone etiquette. Computer applications such as word processing, spreadsheet, and database applications. Automated law enforcement information systems and procedures. Principles and procedures of record keeping and filing. Mathematical principles. Basic principles of business letter writing and basic report preparation. English usage, spelling, grammar, and punctuation.

Ability to:
Understand the organization, operation, and services of the City, the Police Department, and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general administrative and departmental policies and procedures. Perform a variety of law enforcement office support and clerical duties and activities of a general and specialized nature for the Police Department. Compile, maintain, process, and prepare a variety of records and reports. Perform record searches quickly and accurately. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Exercise good judgment in maintaining critical and sensitive information, records, and reports. Read, understand, and review documents for accuracy and relevant information. Use applicable office terminology, forms, documents, and procedures in the course of the work. Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures. Organize and prioritize work assignments. Meet critical deadlines. Deal successfully with the public, in person and over the telephone. Courteously respond to community issues, concerns, and needs. Understand and follow oral and written instructions. Operate and use modern office equipment including a computer and various software packages. Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data. Use and operate communications equipment including but not limited to 2-way radios. Type and enter data accurately at a speed necessary for successful job performance. Work evenings, weekends and varied shifts. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade.

Experience:
One year of clerical experience that demonstrates a general aptitude for working with the public in a multi-task environment.

License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license may be required for some positions. Completion of Department of Justice Telecommunications training for full access operator and the Police Officer Standards and Training (POST) Records Clerk course as assigned.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions; may be required to work evenings, weekends and split shifts.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446