Lead Records Clerk

City of Fountain Valley • Fountain Valley, CA

29d

About The Position

The Lead Police Records Clerk serves as the lead worker for the Police Records Unit, providing day-to-day coordination, training, and guidance to Records staff while performing a wide range of complex records management and administrative duties in support of Police Department operations. This position is responsible for ensuring the accurate processing and maintenance of confidential law enforcement records, coordinating court-related documentation, responding to records requests in compliance with applicable laws, and supporting state and federal reporting requirements. The Lead Police Records Clerk also serves as the Department’s Agency Terminal Coordinator for the California Law Enforcement Telecommunications System (CLETS), overseeing required training and compliance with criminal justice information systems. The ideal candidate is an experienced records professional who demonstrates strong leadership, exceptional organizational skills, sound judgment, and a commitment to accuracy, confidentiality, customer service, and continuous improvement in a fast-paced law enforcement environment.

Requirements

• Graduation from high school or equivalent supplemented by college-level coursework in office management is required.
• At least three (3) years of previous public sector Records experience required.
• Ability to work evenings, holidays, weekends, irregular hours and variable shifts.
• Work mandatory overtime with short notice.

Nice To Haves

• Previous supervisory experience, including assigning and evaluating work and conducting performance appraisals, is highly desirable.

Responsibilities

• Leads, coordinates and participates in the work activities of the Police Records Unit.
• Process, type, file, record and retrieve a wide variety of police records, reports, forms, memos, letters, complaints and court documents involving information of a confidential nature.
• Assemble and type materials from marginal notes, rough drafts, verbal instructions, transcribing equipment, or tapes and correct any errors in grammar, punctuation and spelling.
• Compile, tabulate and prepare a variety of data for use in a variety of reports for the Police Department and in response to audit and other requests for information.
• Handle and respond to a variety of inquiries, requests for information including public records requests and subpoenas duces tecum in accordance with applicable Federal, State and local laws.
• Process court orders for sealing records and administer mandated purge and destruction of applicable records.
• Serve as the Police Department’s Department of Justice Agency Terminal Coordinator, provide required training and recertification of Department personnel in the confidentiality and use and applicable laws pertaining to these databases.
• Operate computer terminal to input, obtain or extract pertinent data.
• Assist departmental staff and the public in person, by phone and at the front desk.
• Monitors attendance of assigned staff and reviews and approves time reports and vacation requests/schedules.
• Compile all statistics and information necessary for required reports to State and Federal agencies.
• Supervise, train, assign and review work assignments of Records staff, identify areas for improvement and work with the employee to meet department standards and establish work schedules.
• Provides other administrative support to the Support Services Supervisor or Manager as required.
• Performs other duties as developed and mandated by legislation or case law affecting CLETS operating policy.

Benefits

• An incredible retirement / pension: CalPERS (2%@60 for Classic or 2%@62 for PEPRA)
• Flex dollars for CalPERS medical HMO/PPO plans - (Tier III): $675 for Employee Only; $1,175 for Employee + 1 Dependent; or $1,450 for Employee + Family. Flex dollars are applied to medical, dental (mandatory), $50,000 life insurance (mandatory), and optional vision and AFLAC insurance.
• Matching deferred compensation contribution (up to $225 per month)
• City-paid long-term disability insurance
• Generous leave accruals
• 11 paid holidays, including one floating holiday

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED