• Job Description

  Req#: 4802348
  
  DEFINITION
  
  To perform a variety of general and specialized office support, clerical, and technical work in support of the Police Department; to process, maintain and release confidential police records and reports; receive and provide assistance to the public in person and over the telephone; and to adhere to established guidelines and regulations governing police records maintenance.
  
  DISTINGUISHING CHARACTERISTICS
  
  Records Technician I: This is the entry level class in the Records Technician series. This class is distinguished from the Records Technician II by the performance of the more routine tasks and duties assigned to positions within the series and by the level of supervision required in the performance of assigned duties. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.
  
  Records Technician II: This is the full journey level class within the Records Technician series. Employees within this class are distinguished from the Records Technician I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the level I, or when filled from the outside, have prior experience
  
  SUPERVISION RECEIVED AND EXERCISED
  
  Records Technician I: Receives supervision from the Police Records Supervisor.
  
  Records Technician II: Receives general supervision from the Police Records Supervisor.
  
  ESSENTIAL AND MARGINAL FUNCTION STATEMENTS --Essential responsibilities and duties may include, but are not limited to, the following:
  
  Essential Functions :
  1. Perform a wide variety of technical and clerical duties in support of departmental operations including those related to collecting, indexing, processing, maintaining, retrieving, copying, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders and subpoenas.
  2. Receive, verify and enter police information including warrants, accident reports, citations, bookings and various other information into computerized law enforcement system.
  3. Review, process and file police felony, misdemeanor, arrest, conviction and a variety of other law enforcement reports.
  4. Receive requests for information from and assist other City departments, outside government agencies, private organizations, news media and the general public at the counter or over the phone; release information according to established policies and procedures.
  5. Prepare a variety of statistical reports for various agencies including Department of Justice, FBI and other state and local agencies.
  6. Process court subpoenas for officers; assign court appearances and notify officers of appearance date; process information needed for officers on date of court appearance.
  7. Collect and balance monies and receipts from reports, fingerprints, bicycle licenses and subpoenas; prepare bank deposit slips.
  8. Perform general clerical duties; operate a variety of office machines including computers, facsimile machines, copiers, scanners and typewriters; receive and distribute mail.
  9. Perform various records management duties; prepare records for destruction in accordance with department procedures and the adopted records retention schedule.
  10. Receive requests for and perform background checks for authorized agencies and persons.
  11. Perform fingerprinting duties as requested by the public or court orders.
  Marginal Functions
  1. Order and maintain office supplies for the department; contact vendors for pricing; prepare budget recommendations for office supplies.
  2. Assist in payroll processing; record payroll slips for time off for officers.
  3. Perform related duties as required.
  
  QUALIFICATIONS
  
  Records Technician I
  Knowledge of :
  Modern office procedures, methods and equipment including computers.
  Principles and procedures of record keeping.
  Principles of business letter writing and basic report preparation.
  Principles and practices of data entry.
  Customer service principles and practices.
  Methods and techniques of proper phone etiquette.
  Basic cash handling techniques.
  English usage, spelling, grammar and punctuation.
  Pertinent federal, state and local laws, codes and regulations governing release of police records.
  
  Ability to :
  Provide responsible support in the maintenance and release of confidential police records and reports.
  Process police reports accurately and efficiently.
  Release basic police records and reports according to established laws and regulations.
  Perform record searches quickly and accurately.
  Perform a variety of police related clerical work.
  Prepare clear and concise reports.
  Operate office equipment including computers and supporting word processing and spreadsheet applications.
  Type at a speed necessary for successful job performance.
  Respond to requests and inquiries from the general public.
  Understand and follow oral and written instructions.
  Understand and apply federal, state, and local laws, codes, and regulations.
  Pass and maintain background check as mandated by FBI, Department of Justice and department guidelines.
  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 likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
  
  Experience:
  Two years of increasingly responsible clerical experience preferably within a law enforcement
  environment.
  
  Training:
  Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.
  
  License or Certificate
  Possession of, or ability to obtain, an appropriate, valid C.L.E.T.S. training certificate through the Department of Justice.
  
  Possession of, or ability to obtain, an appropriate, valid records training certificate through P.O.S.T.
  
  
  Records Technician II
  
  In addition to the requirements for Records Technician I:
  
  Knowledge of:
  Business letter writing with emphasis pertaining to law enforcement terminology.
  Law enforcement records management principles, procedures, techniques, and equipment.
  Automated law enforcement information systems and procedures.
  Increased knowledge and application of pertinent Federal, State and local laws, codes and regulations governing release of police records.
  
  Ability to:
  Release of records and information to the public and other agencies requiring more complex technical/legal knowledge.
  Assist with preparation of state and federal audits.
  Register narcotics offenders.
  Perform Vehicle Impound release hearings in accordance to state laws and department procedures.
  Assist with training new records and patrol personnel with records management system and CLETS.
  Work independently in absence of supervision.
  
  Experience:
  Three years of increasingly responsible clerical duties within the law enforcement environment.
  
  Training:
  Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.
  
  
  License or Certificate
  Possession of, or ability to obtain, CLETS Train the Trainer certificate through P.O.S.T.
  
  
  WORKING CONDITIONS
  
  Environmental Conditions :
  Office environment; exposure to computer screens.
  
  Physical Conditions:
  Essential and marginal functions may require maintaining physical condition necessary for standing or
  sitting for prolonged periods of time.SELECTION PROCESS: The qualifications of each applicant, as set forth in the application, will be continuously reviewed by Human Resources. Applicants whose applications clearly demonstrate they meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral and/or performance exams. A score of 80% or above is required to advance through each phase of the process. An application must be completed. A resume is not a substitute for an application.
  
  VETERAN'S PREFERENCE AVAILABLE UPON REQUEST
  Veteran's Preference Application (Download PDF reader)
  Applicants must submit the request form and certified DD-214 prior to the closing date.

• About the company

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