Police Records Clerk II

RESUME NOT ACCEPTED IN LIEU OF APPLICATION. FAILURE TO COMPLETE ALL ITEMS ON THIS APPLICATION WILL RESULT IN YOUR ELIMINATION FROM THE RECRUITMENT PROCESS.

Summary: Under general supervision, prepares and processes Police records and reports requiring a greater knowledge of police governing codes and subsections and statutory record reporting procedures and practices; performs related responsibilities as required.

Distinguishing Characteristics: Receives supervision from the Police Records Supervisor and provides technical direction to Police Records Clerk I.

Essential functions, as defined under the Americans with Disabilities Act, may include tasks, knowledge, skills and other characteristics. The following list is not a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Reviews police reports approved by supervisors through the workflow system for distribution and assignment to the corresponding records clerk, returns incomplete reports to officers for completion and resubmission.
• Responds to requests from District Attorney's office regarding re-submissions, non-arrest reports and rejected cases; submits to officer/sergeant for correction/completion and resubmits to D.A.'s office.
• Prepares document packages for court bookings and filings, pulling RAP sheets and other pertinent documentation to bring criminals to trial in a timely manner; investigates missing cases.
• Assists Records Clerks with more complex record related situations and reviews the work of those with less experience.
• Responds to records related phone calls from municipal court, City Clerk, District Attorney, Department of Justice, Probation Department personnel, and Parole Agents.
• Processes and prepares criminal record clearance letters. Seals and expunges all police records as ordered by the court.
• Compile and input police statistics and check output for accuracy.
• Verifies data and corrects errors as necessary.
• Notifies owners of impounded or recovered stolen vehicles.
• Writes reports when necessary for found property, and supplements for property reports including recoveries, serial numbers, values and other related information.
• Supervises volunteer student employees and interns.
• Maintain inventory of supplies (including forms) and places orders when needed.
• Processes and prepares weekly deposit of monies.
• Review of and verifies the entry of restraining orders and sex and arson registrations.
• Oversees the status of clerks duties in reference to the monthly reporting to the Department of Justice and ensures the timely completion of their duties.
• Trains new Record Clerk Is.
• Performs other related duties as assigned.

The preceding activities have been provided as examples of the types of work performed by positions assigned to this job classification. The City reserves the right to add, modify, change, or rescind work assignments as needed.

Knowledge of:

• Police records management systems and entry, filing and retrieval procedures.
• Penal and vehicle codes.
• California Public Records Act for governing individual privacy rights and the release of criminal information and police records.
• Office procedures such as word processing, spreadsheets and databases.

Skill to:

• Operate computer terminal equipment, facsimile/scanning/copy machine and cash register.

Ability to:

• Enter, retrieve and update police records using menu driven police records computer programs.
• Organize and complete assigned tasks in accordance with statutory and non-statutory work deadlines.
• File records alphabetically, numerically and chronologically.
• Ensure confidentiality of police records and files.
• Release specific police data only to authorized law enforcement representatives, court representatives and parties.
• Communicate effectively with staff, management, court officials, suspects, law enforcement representatives, and the general public, both orally and in writing.

TRAINING AND EXPERIENCE:

• Three (3) or more years of police record keeping experience.
• An equivalent combination of training, education and experience that would provide the required knowledge and abilities.
• Experience with law enforcement records management systems.
• Incumbents are required to pass a thorough background investigation.

EDUCATIONAL REQUIREMENTS

Required:

• High School Diploma or equivalent.
• Current California Class C Drivers License and acceptable driving record must be maintained.

Environmental Factors and Conditions/Physical Requirements:

• Work is routinely performed in office environments with minimal exposure to inclement weather, and varying temperatures.
• Required to sit, stand or walk for extended periods.
• Required to use hands to finger, handle, grip, grasp or feel objects.
• Required to hear and speak to exchange information in person and on the telephone.
• Required to communicate verbally and in writing.
• Required to interact with a variety of people.
• May be required to bend, stoop, kneel, crawl and crouch.
• May occasionally lift and/or move up to 25 pounds.

Equipment and Tools Utilized:

• Personal computer, copier, fax and other standard office equipment.
• Radios, cell phones and/or other communication devices.

If you have a disability that requires assistance at any point in the recruitment process (for example, filling out applications, testing, interviewing), please notify the Human Resources Department. The City of El Centro performs job-related medical/physical evaluations and pre-employment/promotional drug screening. EEO/ADA.