Police Records Clerk I/II

JOB
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.SUMMARY DESCRIPTIONUnder supervision (Police Records Clerk I) or general supervision (Police Records Clerk II), learn to perform a variety of office assistance and law enforcement support duties in the maintenance of Police Department records and reports; transcribe reports from tapes and recordings, making copies and routing to appropriate departments; to perform counter work with the public; to enter, maintain, and retrieve a variety of data; process warrants; perform general office support assignments; have good customer/citizen contact skills and use great diplomacy and tact in dealing with the public; and perform related work as required.DISTINGUISHING CHARACTERISTICSPolice Records Clerk IThis is the entry and first working level in the Police Records Clerk class series. Incumbents learn to maintain Police Department records and reports and may be required to work any one of the Police substations and Evidence Yard. The Police Records Clerk I performs many assignments in a training and learning capacity. When incumbents become familiar with the Police Department records systems and policies and demonstrates good sustained work performance, incumbents may be promoted to Police Records Clerk II.Police Records Clerk IIThis is the fully experienced working level in the Police Records Clerk class series. Incumbents maintain Police Department records and reports and may be required to work any one of the Police substations and Evidence Yard. The Police Records Clerk II is the senior level class in the series and is expected to perform their routine duties with more independence than Police Records Clerk I.REPORTS TOPolice Records Supervisor, assigned Police Sergeant, or designee.CLASSIFICATIONS SUPERVISEDThis is not a supervisory classification.

EXAMPLE OF DUTIES
REPRESENTATIVE DUTIESThe following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Perform a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas and transcribe a variety of other work from tape, copy, or rough draft. Enter, maintain, and retrieve data, reports, and information into and from a variety of computer systems; review documents for accuracy of the cited codes and verify the proper recording of documents; review information requests; enter citation, report, arrest register, and disposition data into the appropriate data base and/or information system and keep arrest registers and dispositions; and perform National Crime Information Center (NCIC) validation. Contact appropriate law enforcement agencies pertaining to warrants, disposition of charges, and extradition of prisoners. Print booking slips, registrations, warrant entries, and criminal history using the California Law Enforcement Telecommunications Systems (CLETS). Perform record and warrant checks; run arrestees and suspects for warrants, driving records, and criminal history; and logs and process served warrants and verify warrant status for outside agencies. Serve as a receptionist, providing public information regarding departmental procedures and practices, selling reports, and bike licenses; handle mail and telephone requests for reports; provide information and directions to the public regarding the completion of complaint filing; and photocopy and distribute crime, incident, arrest, and accident reports to the general public and various agencies and organizations. Collect fees, including checks and cash for reports; calculate payment needed for purchasing reports; and balance the cash drawer and prepare and issue receipts. Process all subpoenas received by the Police Department; assist officers with reports for court; pull case files for police personnel for court and investigations; and from dictation type case files when requested by fax or mail requests. Process fax requests for the District Attorney's Office and print out activity logs and determine files to pull. Perform administrative and office support functions; fax materials to other agencies; maintain accurate records; receive packages and open and distribute mail; and distribute citations/reports to other law enforcement agencies. Provide information and respond to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; exercise basic responsibility in determining priority of responses and transferring emergency calls to other agencies, as warranted; and take and provide phone messages. Serve as primary office support and receptionist at a Substation, as needed. Perform related duties as required.