Police Records Technician I

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ESSENTIAL DUTIES AND RESPONSIBILITIES

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Performs a variety of customer service functions applicable to Police Department operations including records release and maintenance, receiving, responding to, and entering requests for police reports, and screening and forwarding telephone calls.
• Provides general information regarding department policies, procedures, requests for information, and requests for service in person and by telephone; compiles press information logs; coordinates work with other City departments.
• Composes, types, formats, transcribes, copies, files, maintains, and retrieves a variety of reports, letters, documents, memoranda, and records of crime, criminal investigations, arrests, accidents, complaints, and incidents; checks forms, records, reports, applications, and other materials for accuracy, completeness, conformance to procedures, punctuation, spelling, and grammar; suggests corrections.
• Operates teletype equipment accessing county, state, interstate, and federal law enforcement database systems; enters records information in state and federal law enforcement networks.
• Observes and strictly enforces security regulations and procedures pertaining to the processing, maintenance, and release of highly confidential records and reports; researches and disseminates records and information to authorized individuals including safety representatives and other law enforcement agencies; redacts confidential information from police records.
• Processes impounded vehicles; notifies owners; participates in lien sales and auctioning of impounded vehicles; processes DMV forms; schedules tow and parking hearings; performs fingerprinting and background checks as needed.
• Records, processes, maintains, and responds to civil and criminal subpoenas.
• Purges records and files as required; records, tabulates, and inputs a variety of statistical data and reporting for internal use and external reporting and distribution with a high degree of accuracy.
• Researches, assembles, and compiles information for a variety of departmental, state mandated, and/or statistical reports; provides research assistance to officers and other law enforcement personnel.
• Performs a variety of administrative support duties, including answering and directing telephone calls, processing mail, and preparing court packages and District Attorney requests; sorts, files, copies, and distributes a variety of documents.
• Processes sex offender/registrant paperwork; ensures appropriate paperwork is ready for scheduled appointment time; interviews registrants; inputs information in the California Sex and Arson Registry (CSAR); uploads photos for transfer to CSAR; processes restraining orders; inputs orders into the state system.
• Serves as the backup for the Police Chief’s secretary in the event of absence, as directed.
• Closes out the daily register; gathers paperwork and monies; generates daily deposits.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

QUALIFICATION GUIDELINES

• Principles of providing functional direction and training.
• Principles, practices, methods, and techniques of law enforcement agencies.
• Police terminology and law enforcement codes.
• Principles, practices, methods, and techniques of records management, including records disbursement procedures.
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Basic math.
• Research and reporting methods.
• Legal obligations with respect to the release of data and reports.
• Recordkeeping principles and procedures.
• 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.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Operate a cash register, electronic revenue collection devices, and electronic document imaging systems.
• Make accurate arithmetic and statistical calculations.
• File and maintain automated and hardcopy records with accuracy.
• Maintain confidentiality of data encountered in the source of work.
• Compile and summarize information.
• Research a variety of topics in assigned areas of responsibility.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Establish and maintain accurate databases, records, and files.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignment.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• 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.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

PHYSICAL AND MENTAL DEMANDS