Police Records Specialist

City of Chula Vista•Chula Vista, CA

About The Position

Under general supervision, the Police Records Specialist provides office support related to police records and similar law enforcement functions. The position staffs the Police Department front counter, assists visitors and callers, processes and maintains police records, supports court-related document handling, and responds to requests for police reports in accordance with applicable policies and laws. The role also prepares statistical reports, collects fees, verifies information and authorization, assists with impounded vehicle releases and citations, obtains fingerprints, and supports document scanning and the department's Laserfiche system. The Specialist must protect confidential information and provide effective, courteous service to the public, coworkers, other City employees, law enforcement officers, and outside agencies. The position requires a combination of training and experience sufficient to provide the necessary knowledge and abilities. A typical qualification is two years of general clerical or office specialist experience involving public contact, and training equivalent to high school completion. Some law enforcement office support experience is desirable. Applicants must attach a typing certificate issued within one year before application receipt, demonstrating at least 35 net words per minute with no more than five errors; self-certification and online certificates showing only percentage accuracy or error are not accepted. Successful candidates must undergo a thorough background investigation.

Requirements

Two years of general clerical or office specialist experience involving contact with the public.
Training equivalent to completion of the twelfth grade.
Attach a valid typing certificate issued within one year before application receipt, showing at least 35 net words per minute and five errors or fewer.
Ability to type at least 35 net words per minute.
Knowledge of laws, rules, regulations, and administrative orders governing maintenance and release of police records.
Knowledge of police dispatching codes and terminology and the general criminal justice system and its basic proceedings.
Knowledge of office practices, filing, standard office equipment, correct English usage, record keeping, basic data processing, and business arithmetic.
Ability to perform detailed clerical work accurately, including filing, organizing, and maintaining records.
Ability to review department documents, identify and solve office-operation problems, and interpret and explain department policies and procedures.
Ability to make accurate arithmetic calculations and use initiative and sound independent judgment within established guidelines.
Ability to operate standard office and computer equipment, prioritize work, and coordinate several activities.
Ability to obtain clear fingerprints.
Ability to communicate clearly and concisely, orally and in writing, and establish effective working relationships.
Ability to work tactfully and effectively with people from various cultural and ethnic groups.
Ability to pass a detailed background investigation.

Nice To Haves

Law enforcement office support experience.

Responsibilities

Staff the Police Department front counter and assist visitors, law enforcement officers, and outside agencies.
Receive non-emergency public calls and provide information about department programs, policies, procedures, and operations.
Break, sort, and organize citations and other police documents for the court.
Review documents for errors or omissions and refer them to issuing officers for correction.
Maintain files and records for citations, warrants, arrests, crime cases, and related police matters.
Retrieve and copy accident, crime, and arrest reports; process police report-copy requests in accordance with applicable department, federal, and state policies.
Code and tally data from records and reports and prepare periodic statistical reports for management.
Provide clerical support for assigned special projects.
Collect and account for fees related to licensing, fingerprinting, report copies, vehicle impound and repossession releases, parking violations, Visa letters, call tracking, and subpoenas.
Maintain the confidentiality of information in accordance with applicable laws, rules, regulations, and administrative orders.
Verify callers' authority and release criminal record information to law enforcement and other government agencies.
Inspect motor vehicles for compliance with mechanical and other citations and sign to clear citations.
Verify vehicle registration and proof of ownership and release impounded vehicles.
Type correspondence, reports, forms, and other police documents from drafts, notes, dictated tapes, or brief instructions.
Proofread and check materials for accuracy, completeness, policy compliance, and correct English usage.
Retrieve and release blood and urine laboratory analysis results in accordance with law enforcement regulations.
Obtain fingerprints from registrants and non-criminal applicants.
Scan and route documents and assist with maintenance of the Police Department's Laserfiche system.
Build and maintain positive working relationships and provide good customer service.
Perform related work as assigned.