Police Records Clerk II

City of El Centro•El Centro, CA

1d•Onsite

About The Position

Under general supervision, this role prepares and processes Police records and reports, requiring a greater knowledge of police governing codes, subsections, and statutory record reporting procedures and practices. The position involves responding to requests from the District Attorney's office, preparing document packages for court, assisting with complex record situations, and responding to records-related phone calls from various city and law enforcement departments. The role also includes processing criminal record clearance letters, sealing and expunging police records, compiling police statistics, verifying data, notifying owners of impounded vehicles, writing reports for found property, supervising student employees and interns, maintaining supply inventory, processing monetary deposits, verifying restraining orders and registrations, and overseeing monthly reporting to the Department of Justice. Additionally, the position is responsible for training new Police Records Clerk I employees.

Requirements

Knowledge of police records management systems and entry, filing and retrieval procedures.
Knowledge of Penal and vehicle codes.
Knowledge of California Public Records Act for governing individual privacy rights and the release of criminal information and police records.
Knowledge of office procedures such as word processing, spreadsheets and databases.
Operate computer terminal equipment, facsimile/scanning/copy machine and cash register.
Ability to enter, retrieve and update police records using menu driven police records computer programs.
Ability to organize and complete assigned tasks in accordance with statutory and non-statutory work deadlines.
Ability to file records alphabetically, numerically and chronologically.
Ability to ensure confidentiality of police records and files.
Ability to release specific police data only to authorized law enforcement representatives, court representatives and parties.
Ability to communicate effectively with staff, management, court officials, suspects, law enforcement representatives, and the general public, both orally and in writing.
Three (3) or more years of police record keeping experience.
Experience with law enforcement records management systems.
Incumbents are required to pass a thorough background investigation.
High School Diploma or equivalent.
Current California Class C Driver’s License and acceptable driving record must be maintained.

Nice To Haves

An equivalent combination of training, education and experience that would provide the required knowledge and abilities.

Responsibilities

Reviews police reports approved by supervisors through the workflow system for distribution and assignment to the corresponding records clerk, returns incomplete reports to officers for completion and resubmission.
Responds to requests from District Attorney's office regarding re-submissions, non-arrest reports and rejected cases; submits to officer/sergeant for correction/completion and resubmits to D.A.'s office.
Prepares document packages for court bookings and filings, pulling RAP sheets and other pertinent documentation to bring criminals to trial in a timely manner; investigates missing cases.
Assists Records Clerks with more complex record related situations and reviews the work of those with less experience.
Responds to records related phone calls from municipal court, City Clerk, District Attorney, Department of Justice, Probation Department personnel, and Parole Agents.
Processes and prepares criminal record clearance letters.
Seals and expunges all police records as ordered by the court.
Compile and input police statistics and check output for accuracy.
Verifies data and corrects errors as necessary.
Notifies owners of impounded or recovered stolen vehicles.
Writes reports when necessary for found property, and supplements for property reports including recoveries, serial numbers, values and other related information.
Supervises volunteer student employees and interns.
Maintain inventory of supplies (including forms) and places orders when needed.
Processes and prepares weekly deposit of monies.
Review of and verifies the entry of restraining orders and sex and arson registrations.
Oversees the status of clerk’s duties in reference to the monthly reporting to the Department of Justice and ensures the timely completion of their duties.
Trains new Record Clerk I’s.
Performs other related duties as assigned.