Police Records Technician I/II

City of Elk Grove•Elk Grove, CA

3d•Onsite

About The Position

The City of Elk Grove is looking for an individual with excellent attention to detail with the ability to effectively multi-task and work well under pressure, to join the Police Department as a Police Records Technician I/II. The ideal candidate will possess strong collaboration & interpersonal skills and thrive in a team environment. The Records team is currently comprised of a group of hard-working individuals who enjoy a professional, supportive, and inclusive work environment.

Requirements

Completion of the twelfth (12th) grade.
One (1) year clerical and/or office experience working with the public (for Records Technician I).
Two (2) years of increasingly responsible administrative support experience working with law enforcement records comparable to the City’s Records Technician I classification (for Records Technician II).
Typing certificate with at least 35 wpm.
Automated law enforcement information systems and procedures.
Customer service principles and practices.
Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures.
Law enforcement and public records procedures and methods for providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.
Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
Methods and techniques of preparing technical and administrative reports, and general business correspondence.
City and mandated safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Understand the organization, operation, and services of the City, the Police Department, and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and departmental policies and procedures.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and make sound decisions in emergency situations.
Perform a variety of technical and specialized clerical duties with speed, accuracy, and efficiency.
Respond to requests and inquiries from the general public.
Organize and prioritize work assignments; meet critical deadlines.
Read, understand, and review documents for accuracy and relevant information.
Compile, maintain, process, and prepare a variety of records and reports.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Nice To Haves

Ability to function at the journey level classification with independence and initiative (for Police Records Technician II).

Responsibilities

Performs a variety of clerical and technical level of support related to police records functions.
Provides information to general public, staff, and outside agencies.
Processes public records requests.
Performs data entry of various law enforcement transactions.
Monitors and tracks subpoena requests.
Reviews records for accuracy and completeness.
Performs background checks for the police department.
Collects, logs, processes, maintains, retrieves, copies, and distributes confidential law enforcement data including police reports, citations, warrants, protective orders, and subpoenas.
Compiles and distributes crime, incident, arrest, and accident reports, warrants, subpoenas, follow-up requests, and related paperwork to various agencies including departmental staff, other local and state law enforcement personnel, insurance companies, and/or other agencies and organizations; prepares arrest packages, processes, and distributes police reports and criminal complaints to the District Attorney’s Office for prosecution.
Receives and responds to questions and concerns from the general public, departmental staff, and other agencies in person, online and by telephone; forwards calls and messages to appropriate personnel; maintains compliance with state, federal, and local laws with records release requests.
Performs a variety of data entry tasks for various law enforcement actions that occur, including vehicle tow logs and corresponding documents, missing person notifications, emergency protective orders, traffic violation tickets, and warrants; update various law enforcement systems; processes payments; provides correspondence to the public, internal staff, or external agencies, as necessary.
Receives public records request from a variety of sources including law enforcement, district attorney, insurance, and public requests; reviews records request to ensure compliance with federal, state, local laws, and regulations; provide response with prescribed timeline.
Responds to non-routine requests, including copies of in car camera and body camera videos; processes weapons confiscation petitions, sex offender registration, warrant actions, and juvenile records; performs monthly audits.
Conducts background checks on individuals for local and outside law enforcement agencies.
Prepares warrant packages for law enforcement officers as required; compiles necessary documentation, including arrest records, reports, photographs, or videos; provides completed package to the assigned officer or detective; provides correspondence to the District Attorney’s office.
Maintains quality assurance standards which include adherence to policies and procedures, customer service, completeness of officer reports; may return report to officer or sergeant to correct errors and reprocess.
Maintains records of residential and business alarm permits; tracks daily false alarm calls for service; notifies alarm users of their false alarms; bills alarm customers for excessive false alarms, as necessary.
Acts as subpoena liaison for the Police Department; receives subpoena requests from attorney’s office, district attorney’s office, or traffic court; records the subpoena requests; notifies officer of the subpoena.
Performs related duties as assigned.