Part-Time Police Records Clerk

City of Manteca • Manteca, CA

1d • Onsite

About The Position

Under immediate to general supervision, performs a variety of record-keeping and customer service duties in support of the Police Department. This role involves receiving, entering, researching, and assimilating data in a records management system and other database systems. The clerk will process police warrants and subpoenas, answer phones, and assist visitors, providing information to the community, department personnel, and outside agencies. Additionally, the position offers support and assistance to other non-sworn functions and activities of the Police Department.

Requirements

• Equivalent to completion of the twelfth (12th) grade.
• One (1) year of responsible clerical or technical administrative experience including extensive interaction with the public.
• Knowledge of principles, practices, methods, and techniques of law enforcement agencies.
• Knowledge of police terminology and law enforcement codes.
• Knowledge of principles, practices, methods, and techniques of records management, including records disbursement procedures.
• Knowledge of operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Knowledge of operational characteristics of automated records management systems (RMS).
• Knowledge of business arithmetic.
• Knowledge of research and reporting methods.
• Knowledge of legal obligations with respect to the release of data and reports.
• Knowledge of record keeping principles and procedures.
• Knowledge of City and mandated safety rules, regulations, and protocols.
• Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of 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.
• Ability to enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Ability to make accurate arithmetic and statistical calculations.
• Ability to file and maintain automated and hardcopy records with accuracy.
• Ability to maintain confidentiality of data encountered in the scope of work.
• Ability to compile and summarize information.
• Ability to research a variety of topics in assigned areas of responsibility.
• Ability to establish and maintain a variety of filing, record keeping, and tracking systems.
• Ability to organize own work, set priorities, and meet critical time deadlines.
• Ability to 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.
• Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• 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.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
• Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Nice To Haves

• Positions at this level usually perform most of the duties required of the positions at the Police Records Clerk I level but are not expected to function at the same skill level and usually 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.
• May assist with gender-specific searches.

Responsibilities

• 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.

Benefits

• 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).

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED