Records Specialist I​/II

Job Title

Under supervision performs responsible, specialized clerical and computer data entry work in the preparation and maintenance of sensitive and confidential police records. Provides exceptional customer service to internal and external customers via phone or in person in a fast paced administrative environment.

$7,500 HIRING INCENTIVE

$3,000 paid at the time of hire

$3,000 at successful completion of probation

$1,500 at end of two years of employment

Records Specialist I: This is the entry level in the class series. Positions at this level usually perform most of the duties required of the positions at the II 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 must adhere to the established structure or pattern.

Exceptions or changes in procedures are explained in detail as they arise.

Records Specialist II: This is the full journey level in the class series. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

May exercise technical and functional supervision over lower level staff. Positions in this class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring three years of experience, successful performance, budget availability, and management recommendation. When filled from the outside, the employee is required to have prior related experience which allows the employee to meet the qualification standards for the II level.

Examples of duties may include, but are not limited to, the following:

• Receive, organize, and file a variety of law enforcement documents including accident, crime, and arrest reports, citations, and related police files. Process documents in accordance with established procedures and distribute reports and related information to the public or external agencies while ensuring compliance with applicable laws and regulations.
• Accept fees for services at the counter and issue receipts accurately.
• Conduct monthly validation reviews to for accuracy and compliance.
• Serve as Court Liaison by preparing document packages for court bookings and filings; coordinate officer appearances at hearings based on schedules and availability.
• Review traffic citations for accuracy, correcting appearance dates, violations, court locations, and issue dates as needed; enter accident reports into the records management system; prepare, copy, distribute, and file traffic complaints and citations.
• Schedule and process registrants, including fingerprinting when required.
• Accept subpoenas during lobby hours and manage subpoena requests per direction from the Records Supervisor.
• Process pre-employment background screenings.
• Fulfill discovery requests from the District Attorney's Office, as well as requests from allied agencies, and legal representatives, ensuring timely and accurate delivery of records.
• Answer phones and perform clerical duties including typing, proofreading, filing, coding, checking, and recording information on records.
• Code and tabulate statistical data and compile crime reports for submission to agencies such as the Department of Justice and FBI.
• May perform matron duties as needed.
• Assist the public at the front counter and/or by phone and enter service calls when applicable.
• Perform related duties and responsibilities as assigned by supervision.

Experience:
Records Specialist I: Law enforcement clerical work experience desirable.

Records Specialist II: Three years of general office clerical work experience in law enforcement.

Education:
Records Specialist I/II: High school diploma or equivalent.

Licenses and Certificates:
Records Specialist I:

• Possession of, or ability to obtain within 6 months of hire, CLETS certification.
• Possess and maintain an appropriate, valid driver's license. Possession of a California driver's license is required upon appointment.

Records Specialist II:

• Possession of CLETS certification.
• Possess and maintain an appropriate, valid driver's license. Possession of a California driver's license is required upon appointment.

Special Requirements: Essential functions and duties require the following physical abilities and work environment:

• Ability to work in a standard office environment; ability to travel to different sites and locations;
• Regularly required to talk or hear, sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
• Occasionally required to climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or…