Police Records Clerk ; COH

About the job Police Records Clerk I (COH)

Description

DEFINITION

To perform a variety of responsible clerical work involving the processing and maintenance of departmental reports, records, and files.

DISTINGUISHING CHARACTERISTICS

Police Records Clerk I is the entry level class in this series and performs the more routine tasks and duties assigned to the series. Incumbents work under immediate supervision while learning job tasks and are not required to perform with the same independence of judgment related to established procedures and guidelines as are positions allocated to Police Records Clerk II. Police Records Clerk II is the full journey level class and incumbents are assigned the full range of Police Records Clerk duties and receive general supervision with instruction or assistance provided as new or unusual situations arise.

Positions in this class are flexibly staffed and are normally filled by advancement from the I level. Duties in both classes require incumbents to work shifts, weekends, and holidays.

SUPERVISION RECEIVED

Police Records Clerk I receives immediate supervision, and Police Records Clerk II receives general supervision from sworn and professional supervisory personnel, and may receive technical and functional supervision from a Records Supervisor.

SUPERVISION EXERCISED

May provide technical supervision of less experienced staff.

RESPONSIBILITIES

• Perform record keeping, data entry, filing, indexing, copying and other general clerical work with police records, reports and data.
• Process statements, reports, letters, citations, subpoenas, petitions, civil and criminal complaints and other material including the transcription of digital recordings.
• Assist the public and other agencies at the counter and by phone responding to requests for information, accepting fees, processing vehicle release forms and making copies of relevant documents.
• Process, maintain and clear warrants and route citations to appropriate courts or departments.
• Process claims for payment and bail bonds; manage cash register transactions.
• Compile and input police statistics and check output for accuracy.
• Send and receive electronic messages with State and Federal Departments of Justice.
• Operate standard office equipment, including job‑related computer hardware and software applications, facsimile equipment, multi‑line telephones; and other department‑specific equipment.
• Receive, sort and distribute incoming and outgoing mail.
• Perform related duties as assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

• Office methods and procedures, telephone and administrative skills.
• English usage, spelling, punctuation and grammar.
• Practices of computer data entry.
• Operations and procedures of a law enforcement office.
• Recordkeeping principles and procedures.
• Pertinent codes, public record acts and penal code sections.

Ability to:

• Learn pertinent codes, public record regulations and penal code sections.
• Learn the criteria in answering incoming phone calls to be able to determine an emergency or non‑emergency.
• Learn to operate the computerized records systems, applications related to the work, and operate modern office equipment including computer and handheld equipment.
• Work in a challenging environment while exercising good judgment, and make sound decisions in emergency situations.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective work relationships with those contacted in the course of work; interface effectively with members of the public under adverse circumstances.
• Learn how to use job‑related software applications and programs utilized by the department.
• Understand and follow both oral and written instructions.

MINIMUM QUALIFICATIONS

EXPERIENCE AND TRAINING

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education: Equivalent to the completion of the twelfth grade.

Experience: One (1) year of experience performing general clerical tasks including operating modern office equipment and public contact.

or

2 (2) years performing duties similar to a Police…