Police Records Specialist

City of Huntington Beach•Huntington Beach, CA

1d•Onsite

About The Position

Under close supervision, performs a variety of clerical tasks and administrative support functions within the Records Bureau of the Police Department; and performs other duties as required within the scope of the classification. This is an entry-level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval. Incumbents are expected to work with some independence on the repetitive aspects of the work as employees achieve proficiency in performing their assignments. This classification differs from the Senior Police Records Specialist in the repetitive nature of assigned work and the limited degree of independent judgment exercised.

Requirements

Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying.
Knowledge of City and Department policies and procedures
Knowledge of Basic organization and operations of a police department
Knowledge of Administrative and clerical practices which relate to filing, verifying, checking, and maintaining records
Knowledge of Modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications)
Knowledge of Correct English usage, grammar and punctuation
Knowledge of Legal terminology; code books; and Department manuals
Knowledge of Federal and state codes for release of information/confidentiality
Knowledge of CLETS users guide
Knowledge of DOJ POST Records manual; computer manuals
Knowledge of Quality service principles and practices
Knowledge of Telephone procedures and etiquette
Ability to work a variety of schedules including evenings, weekends, and holidays
Ability to function effectively in a complex work environment with a high level of interruption
Ability to learn assigned tasks readily; perform several tasks simultaneously with a high level of accuracy
Ability to learn police terminology and law enforcement codes
Ability to serve the public by telephone, in writing, and at a public counter in situations which may be stressful
Ability to establish and maintain effective relationships with those contacted in the course of work
Ability to understand pertinent procedures and functions quickly
Ability to produce a variety of documents
Ability to follow written and oral instructions
Ability to operate computers, teletype and other office equipment
High school diploma or equivalent certificate.
One (1) year in an office environment, with computer usage and a minimum typing/keyboarding speed of 30 wpm net.
A valid California driver license with an acceptable driving record required at time of appointment and during course of employment.
Must be available to work all assigned shifts, including evenings, weekends and holidays.
Must successfully pass a comprehensive background investigation including a polygraph.

Nice To Haves

Current City Employees who meet the minimum qualifications for Senior Police Records Specialist, have successfully completed twelve (12) months in the position of Police Records Specialist, and receive recommendation from the Police Services Manager and the Chief, may be eligible for reclassification to Senior Police Records Specialist.

Responsibilities

Prepares forms such as memoranda, form letters, police clearances, declarations, and other documents
Duplicates materials and distributes to other agencies/departments; assembles police reports and other records to prepare and submit misdemeanor and felony packets for court
Responds to inquiries by telephone, email, and in person from officers and other law enforcement and governmental agencies; researches, collects, and disseminates authorized information utilizing various computer systems; provides information that assists detectives and officers in the field in conducting their investigations; presents facts related to laws and ordinances
Responds to questions, requests, and complaints from the public by telephone, email, and in person at the public counter in accordance with departmental procedures; receives and sorts incoming mail; researches and responds to requests from insurance companies, probation officers, parole officers, background investigators and other agencies
Prepares and provides police records for release to the general public as required by law and in accordance with departmental procedures
Releases recovered stolen, impounded or stored vehicles; completes the booking process of arrestees; processes temporary/permanent restraining orders
Performs basic teletype duties involving entry into CLETS/NCIC databases; responds to requests for warrant check; inquires, collects and enters information regarding private party impound and repossessed vehicles; may be required to maintain temporary control of minor children taken from unfit homes or adult offenders
Researches, retrieves, and prints information contained within the automated Records Management System (RMS); monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness
Enters a variety of information from several different types of documents into the automated RMS; performs complex automated quality control verification that all system required information is entered into the RMS from police reports
Memorizes codes and abbreviations for data entry
Scans hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate departments and agencies; files hard copy materials numerically into established filing system
Maintains the confidentiality of all information assimilated and utilized on the job
Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
Maintains a regular and consistent attendance record
Performs other related duties as assigned