Part-Time Police Records Clerk

Definition

Under immediate to general supervision, performs a variety of record-keeping and customer service duties in support of the Police Department; receives, enters, researches, and assimilates data in a records management system and other database systems; processes police warrants and Officer subpoenas; answers phones and assists visitors to provide a variety of information to members of the community, department personnel, and outside agencies;

provides support and assistance to other non-sworn functions and activities of the Police Department; and performs related duties as assigned.

Receives immediate or general supervision from the Police Records Supervisor. Exercises no direct supervision over staff.

This is the entry-level classification in the Police Records Clerk series. Initially under close supervision, incumbents learn and perform police records processing and maintenance duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Police Records Clerk I level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.

Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Management may amend duties pursuant to the Americans with Disabilities Act (ADA) so qualified employees can perform the essential functions of the job.

Positions at the Police Records Clerk level may perform some of these duties and responsibilities in a learning capacity.

• 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 and emails.
• Prepares and processes permits for taxi and tow truck operators, masseuse technicians, cardroom dealers, and other professions requiring special registration; collects checks and cash, maintains ledgers, and prepares and issues receipts.
• Provides general information regarding department policies, procedures, requests for information, and requests for service in person, telephone, and via email; coordinates work with other City departments.
• Processes case reports, citations, subpoenas, DMV paperwork, Child and Family Services referrals, domestic violence reports, traffic accidents, and other related paperwork.
• Conducts  live scan  electronic transfer of fingerprints; receives and conducts background checks as requested; collects associated fees.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking, scanning, and filing reports, and redacting confidential information when required; purges records and files as required; monitors and responds to department email requests for information.
• Enters a variety of statistical data and reports into computer systems with high accuracy.
• Reviews and processes local arrest warrants; utilizes California Law Enforcement Telecommunications System (CLETS) and Wanted Persons System (WPS) as applicable.
• Assembles and compiles information for a variety of departmental, state mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, and memoranda; checks drafts for punctuation, spelling, and grammar and suggests corrections.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• Performs various administrative support duties, including answering and directing telephone calls, processing mail, and preparing court packages.
• Provides research assistance to officers and other law enforcement personnel as assigned.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• May assist with gender-specific searches.
• Performs…