Police Records Specialist I
City of Desert Hot Springs, Desert Hot Springs, CA, United States
Police Records Specialist I
The City of Desert Hot Springs is accepting applications for qualified applicants for the position of Police Records Specialist I. The eligibility list established for this position may be used to fill future Police Records Specialist I vacancies. Definition: Under close or general supervision, performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical, complex, and confidential law enforcement data and information to the department, general public, and related law enforcement agencies. Enters reports and data into a variety of automated law enforcement records systems; ensures that records and information are accurate, clear, and comprehensive; demonstrates a full understanding of all applicable policies, procedures, and work methods associated with assigned duties. Distinguishing Characteristics: Police Records Specialist I: Initially under close supervision, incumbents learn and perform clerical and technical police support duties under Police Department and City policies and procedures. As experience is gained there is greater independence of action within established guidelines. This class is alternately staffed with Police Records Specialist II. Incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications. Supervision received/exercised: Receives general supervision from the Communications & Records Manager. Examples of Duties
Essential Functions: Functions may include, but are not limited to, the following: Greet and assist public at front counter; take reports or request officer assistance; process and provide repossession receipts; provide copies of reports per policy; accept and process payments for services; assist with vehicle and property releases; screen visitors; respond to citizen inquiries and complaints in a courteous manner Answer phones; take non-criminal reports or route call to appropriate contact; take messages; assist dispatch with non-emergency calls; process received mail according to policy; process mail and fax requests from other agencies; mail citation corrections to defendants Prepare and process court paperwork based on incarceration status and procedure; accurately complete various forms for the DA, DOJ, DMV, and other agencies; follow up with officers for needed paperwork; assist with correcting returned paperwork from the DA Complete background checks from the public and other agencies; complete Live Scan services for the public and department as needed; assist other departments with uploading information on various law enforcement website and systems. In addition to the Functions above, Police Records Specialist II also: Act as court liaison and custodian of records; coordinate with other departments to respond to subpoenas for both criminal and civil matters; collect fees and prepare related reports for finance; maintain files; under supervision performs record retention, destruction, sealing, and purging of records Process alarm permit applications; receive false alarm, illegal parking, and administration citations; upload information into Alliance and Data Ticket; adjudicate contested citations; perform citation corrections; collect fees and submit to finance Complete monthly UCR and crime statistics for analysis and reporting; verify audit requests from the DOJ; verify information and update as appropriate Schedule 290/Arson registration; prepare paperwork; process registration through RMS and CSAR; under supervision, fingerprint, photograph, and collect DNA as needed Under supervision, assist Detective Bureau with missing person cases; review information; upload and verify information in law enforcement databases; notify the school as needed; complete follow up report and send follow up documentation within 30 days; remove located cases Occasional functions: Both Police Records Specialist I and II may assist other staff as needed. Typical Qualifications
Qualifications: Police Records Specialist I: High school diploma or equivalent and three years of records experience that includes complex record keeping tasks and contact with the public. Police Records Specialist II: Two years responsible experience performing duties comparable to those of a Police Records Specialist I or promotion from Records Specialist I. License/Certification: Police Officer Standards and Training (POST) Records Clerk Certificate within one year of appointment. Public Records Act Certificate within one year of appointment. Valid California driver's license with a good driving record at time of appointment. In addition to the Certifications above, Police Records Specialist II requires: Records Management (Supervisor) Certificate within one year of appointment. Knowledge of: Local government organization and functions, Administrative principles and practices, including task setting, policy development, implementation and evaluation, Organization and chain of command in law enforcement, All applicable federal, state, and local laws, codes, and regulations including the Public Records Act, Maintaining accurate records, Standards of research and investigation, Providing services and information, Office practices and procedures. Ability to: Support the City's goal of providing professional, reliable, and consistent customer service, Interact with the general public and staff in stressful situations, Make sound decisions within established guidelines, Analyze complex issues, develop and implement appropriate response, Establish working relationships with multiple outside agencies and work cooperatively with those contacted in the course of work, Work with speed and accuracy, Plan, organize, prioritize, and follow-up on tasks independently, Maintain confidentiality and handle sensitive data or information, Pass pre-employment screening/background/physical and drug test. Skills: Correct business English, including spelling, grammar, and punctuation, Perform basic accounting and payment transactions, Read, interpret, and record data accurately, Detail-oriented approach to tasks, Computer use including email, spreadsheets, and a variety of law enforcement programs, websites, and automated systems. Supplemental Information
Work environment, physical demands, and behavior requirements: Environmental Conditions: Working conditions are mostly in the office but may require performing duties outside occasionally. Heavy citizen contact that may include potentially stressful or hostile situations. Physical Conditions: Essential functions may require, in the performance of daily activities, bending, stooping, kneeling, standing, sitting or walking for prolonged periods of time. Mobility to work in typical office settings and use standard office equipment; stamina to sit for extended periods of time; strength to lift and move a case of paper; vision to read printed materials, a computer screen and interpret colors; hearing and speech to communicate over the telephone and radio systems. Work is subject to performance under exposure to computer screens and moderate office noise. Behavior Requirements: Dependable, prompt, regular attendance. Professional telephone etiquette including returning voicemails promptly. Ability to cooperate with the public and co-workers. Tolerance for the stress of multiple simultaneous, possible conflicting demands. Ability to plan, organize, and prioritize tasks with an attention to detail.
The City of Desert Hot Springs is accepting applications for qualified applicants for the position of Police Records Specialist I. The eligibility list established for this position may be used to fill future Police Records Specialist I vacancies. Definition: Under close or general supervision, performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical, complex, and confidential law enforcement data and information to the department, general public, and related law enforcement agencies. Enters reports and data into a variety of automated law enforcement records systems; ensures that records and information are accurate, clear, and comprehensive; demonstrates a full understanding of all applicable policies, procedures, and work methods associated with assigned duties. Distinguishing Characteristics: Police Records Specialist I: Initially under close supervision, incumbents learn and perform clerical and technical police support duties under Police Department and City policies and procedures. As experience is gained there is greater independence of action within established guidelines. This class is alternately staffed with Police Records Specialist II. Incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications. Supervision received/exercised: Receives general supervision from the Communications & Records Manager. Examples of Duties
Essential Functions: Functions may include, but are not limited to, the following: Greet and assist public at front counter; take reports or request officer assistance; process and provide repossession receipts; provide copies of reports per policy; accept and process payments for services; assist with vehicle and property releases; screen visitors; respond to citizen inquiries and complaints in a courteous manner Answer phones; take non-criminal reports or route call to appropriate contact; take messages; assist dispatch with non-emergency calls; process received mail according to policy; process mail and fax requests from other agencies; mail citation corrections to defendants Prepare and process court paperwork based on incarceration status and procedure; accurately complete various forms for the DA, DOJ, DMV, and other agencies; follow up with officers for needed paperwork; assist with correcting returned paperwork from the DA Complete background checks from the public and other agencies; complete Live Scan services for the public and department as needed; assist other departments with uploading information on various law enforcement website and systems. In addition to the Functions above, Police Records Specialist II also: Act as court liaison and custodian of records; coordinate with other departments to respond to subpoenas for both criminal and civil matters; collect fees and prepare related reports for finance; maintain files; under supervision performs record retention, destruction, sealing, and purging of records Process alarm permit applications; receive false alarm, illegal parking, and administration citations; upload information into Alliance and Data Ticket; adjudicate contested citations; perform citation corrections; collect fees and submit to finance Complete monthly UCR and crime statistics for analysis and reporting; verify audit requests from the DOJ; verify information and update as appropriate Schedule 290/Arson registration; prepare paperwork; process registration through RMS and CSAR; under supervision, fingerprint, photograph, and collect DNA as needed Under supervision, assist Detective Bureau with missing person cases; review information; upload and verify information in law enforcement databases; notify the school as needed; complete follow up report and send follow up documentation within 30 days; remove located cases Occasional functions: Both Police Records Specialist I and II may assist other staff as needed. Typical Qualifications
Qualifications: Police Records Specialist I: High school diploma or equivalent and three years of records experience that includes complex record keeping tasks and contact with the public. Police Records Specialist II: Two years responsible experience performing duties comparable to those of a Police Records Specialist I or promotion from Records Specialist I. License/Certification: Police Officer Standards and Training (POST) Records Clerk Certificate within one year of appointment. Public Records Act Certificate within one year of appointment. Valid California driver's license with a good driving record at time of appointment. In addition to the Certifications above, Police Records Specialist II requires: Records Management (Supervisor) Certificate within one year of appointment. Knowledge of: Local government organization and functions, Administrative principles and practices, including task setting, policy development, implementation and evaluation, Organization and chain of command in law enforcement, All applicable federal, state, and local laws, codes, and regulations including the Public Records Act, Maintaining accurate records, Standards of research and investigation, Providing services and information, Office practices and procedures. Ability to: Support the City's goal of providing professional, reliable, and consistent customer service, Interact with the general public and staff in stressful situations, Make sound decisions within established guidelines, Analyze complex issues, develop and implement appropriate response, Establish working relationships with multiple outside agencies and work cooperatively with those contacted in the course of work, Work with speed and accuracy, Plan, organize, prioritize, and follow-up on tasks independently, Maintain confidentiality and handle sensitive data or information, Pass pre-employment screening/background/physical and drug test. Skills: Correct business English, including spelling, grammar, and punctuation, Perform basic accounting and payment transactions, Read, interpret, and record data accurately, Detail-oriented approach to tasks, Computer use including email, spreadsheets, and a variety of law enforcement programs, websites, and automated systems. Supplemental Information
Work environment, physical demands, and behavior requirements: Environmental Conditions: Working conditions are mostly in the office but may require performing duties outside occasionally. Heavy citizen contact that may include potentially stressful or hostile situations. Physical Conditions: Essential functions may require, in the performance of daily activities, bending, stooping, kneeling, standing, sitting or walking for prolonged periods of time. Mobility to work in typical office settings and use standard office equipment; stamina to sit for extended periods of time; strength to lift and move a case of paper; vision to read printed materials, a computer screen and interpret colors; hearing and speech to communicate over the telephone and radio systems. Work is subject to performance under exposure to computer screens and moderate office noise. Behavior Requirements: Dependable, prompt, regular attendance. Professional telephone etiquette including returning voicemails promptly. Ability to cooperate with the public and co-workers. Tolerance for the stress of multiple simultaneous, possible conflicting demands. Ability to plan, organize, and prioritize tasks with an attention to detail.