Police Records Specialist (Full-Time

Bonafide Occupational Qualification Position – Female Candidates Only

This is a full-time position and will be required to work a variety of hours, including weekends, nights, and holidays. Under general supervision, performs a variety of specialized clerical duties in the preparation and maintenance of police records; assists Police Officers in the booking, searching and transporting of prisoners; performs related duties as required.

The following functions are typical for this classification. The incumbent may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Reviews and corrects various transcribed arrest reports; researches and collects records such as criminal records, rap sheets and fingerprint reports to attach to reports; prepares copies for detective bureau; may transcribe arrest reports.
• Inputs data related to crime, incident and traffic accident reports into computer systems; makes copies and distributes to various staff; files reports. Inputs data related to Notice to Appear Citations and prepares transmittal for court.
• Accesses various local, state and national law enforcement systems to enter and retrieve information. Researches and provides information to requests by phone, fax and mail for information from other police agencies, parole agencies, prisons and county social services agencies.
• Responds to inquiries in person or by phone from members of the public, providing explanation of procedures and requested information, related to such issues impounded vehicles, arrest reports and accident reports.
• As needed, serves as matron for female prisoners for such activities as removing handcuffs, taking property, performing pat downs and strip searches, escorting, conducting jail checks, feeding meals and witnessing procedures.
• Sends out notices to registered and legal owners of impounded vehicles; enters impound information in national and local automated data bases.
• On occasion, provides staff support at the Police Department front counter; meets and responds to public requests; releases impounded vehicles; copies and sells various reports; takes crime and incident reports.
• May assist in the Detective Bureau tracking subpoenas, updating records, coordinating staff court appearances and ensuring crime reports are submitted. Balances register, codes and prepares daily cash reports; prepares deposits for watch commander.
• Maintains and monitors computerized and hard copy files, databases and directories; conducts record searches; audits documents, verifies accuracy and ensures compliance with applicable statutes and regulations. Prepares, types and/or distributes statistical reports, correspondence and related documents; operates a variety of office equipment.
• As required, contacts other City staff, the public or other agencies to verify, obtain or distribute routine information regarding related City activity. On occasion, testifies in court related to records or procedural witness.

Training and Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary. A typical way of obtaining the knowledge and abilities would be graduation from high school or equivalent and two (2) years of clerical experience including the operation of a personal computer. Knowledge, Skills, and Abilities Knowledge of: police terminology, law enforcement codes and laws applying to the release of information;

record keeping procedures; filing systems; principles and practices of customer service and public contact; automated technology and office equipment used in record keeping. Ability to: meet the public in situations requiring diplomacy and tact; interpret and explain technical written documents; work independently; perform clerical, record keeping work; understand and follow oral and written directions; understand, apply and detect errors in specific segments of a record keeping system;

communicate effectively both orally and in writing; provide accurate information, calculations, and documents; maintain confidentiality of sensitive records and information; evaluate sensitive situations quickly and initiate appropriate action to diffuse situations and resolve problems; interact tactfully and sensitively with a variety officials, members of other agencies, the media and the public; establish and maintain cooperative working relationships; willingness to work rotating shifts and holidays and occasional overtime.

Skill in the operation of a variety of office equipment, including computer and calculator. Must be able to type 40 wpm net. English/Spanish bilingual skills highly desirable.

California Department of Motor Vehicle (DMV) Pull Notice System:
An incumbent appointed to this position is subject to enrollment in the California DMV Pull…