Records Specialist I/II

City of Redlands • Redlands, CA

8d • Onsite

About The Position

Under supervision, performs responsible, specialized clerical and computer data entry work in the preparation and maintenance of sensitive and confidential police records. Provides exceptional customer service to internal and external customers via phone or in person in a fast-paced administrative environment. The Records Specialist I is an entry-level position, performing duties with less independent discretion and judgment, with work usually supervised. The Records Specialist II is the full journey level, performing the full range of duties independently, exercising judgment and initiative, and may provide technical and functional supervision over lower-level staff. Advancement to the II level typically requires three years of experience, successful performance, budget availability, and management recommendation, or prior related experience if hired from outside.

Requirements

• High school diploma or equivalent.
• Records Specialist I: Law enforcement clerical work experience desirable.
• Records Specialist II: Three years of general office clerical work experience in law enforcement.
• Records Specialist I: Possession of, or ability to obtain within 6 months of hire, CLETS certification.
• Records Specialist II: Possession of CLETS certification.
• Possess and maintain an appropriate, valid driver's license.
• Possession of a California driver's license is required upon appointment.
• Ability to work in a standard office environment.
• Ability to travel to different sites and locations.
• Regularly required to talk or hear, sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
• Occasionally required to climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Must clearly demonstrate through application material that minimum qualifications are met.
• Employment application must be completed and submitted online.
• Applicants must list current and past work experience. Do not indicate “See Resume”.
• Proof of education such as but not limited to, university/college transcripts and degrees must be submitted online with your application.
• Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.
• Successful candidate will be required to undergo a reference/background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which may include a drug/alcohol screening depending upon job classification).
• The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Nice To Haves

• Records Specialist I: Law enforcement clerical work experience desirable.

Responsibilities

• Receive, organize, and file a variety of law enforcement documents including accident, crime, and arrest reports, citations, and related police files.
• Process documents in accordance with established procedures and distribute reports and related information to the public or external agencies while ensuring compliance with applicable laws and regulations.
• Accept fees for services at the counter and issue receipts accurately.
• Conduct monthly validation reviews for accuracy and compliance.
• Serve as Court Liaison by preparing document packages for court bookings and filings; coordinate officer appearances at hearings based on schedules and availability.
• Review traffic citations for accuracy, correcting appearance dates, violations, court locations, and issue dates as needed; enter accident reports into the records management system; prepare, copy, distribute, and file traffic complaints and citations.
• Schedule and process registrants, including fingerprinting when required.
• Accept subpoenas during lobby hours and manage subpoena requests per direction from the Records Supervisor.
• Process pre-employment background screenings.
• Fulfill discovery requests from the District Attorney’s Office, as well as requests from allied agencies, and legal representatives, ensuring timely and accurate delivery of records.
• Answer phones and perform clerical duties including typing, proofreading, filing, coding, checking, and recording information on records.
• Code and tabulate statistical data and compile crime reports for submission to agencies such as the Department of Justice and FBI.
• May perform matron duties as needed.
• Assist the public at the front counter and/or by phone and enter service calls when applicable.
• Perform related duties and responsibilities as assigned by supervision.

Benefits

• $7,500 HIRING INCENTIVE PAYMENT SCHEDULE: $3,000 paid at the time of hire, $3,000 at successful completion of probation, $1,500 at end of two years of employment.

What This Job Offers

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