Police Records Technician

(Full-Time Vacancy)

IMPORTANT INFORMATION: WE DO NOT ACCEPT RESUMES IN LIEU OF APPLICATION

EQUAL OPPORTUNITY EMPLOYER: The City of Seaside provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Seaside does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law. 

Application Process 

Human Resources staff will review all applications. Applicants who submit a complete application and clearly meet the needs of the City in terms of training, experience, education, and other job-related characteristics, will be invited to participate in the next steps of the hiring selection process. The hiring and selection process will include: the evaluation and initial screening of the standard on-line City application and responses to the Supplemental Questions, successful completion of a written exam, and a completed Personal History Statement Form, which will be utilized to determine which candidates progress to the next phase. Those who submit and pass the Personal History Statement Form and written exam will be invited to a panel interview. The successful candidate will progress to a final selection interview and background. At the City's discretion, the closing deadline may be extended.

Description

Under general supervision, performs a variety of general administrative, clerical, data entry, and customer service duties involved in support of the Police Department, including assisting in office support duties; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED
 
Receives direct supervision from the assigned supervisory staff.  Exercises no supervision of staff.
 
Class Characteristics
 
This is a non-sworn classification that performs the full range of support work in the following areas: customer service and maintenance, processing, and distribution of Police records, document preparation, and screening phone calls, visitors, and mail.  Incumbents 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.  This class is distinguished from other clerical and office support classifications by performing duties in support of the Police Department.  

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 

• Performs a variety of customer services 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.
• Provides general information regarding department policies, procedures, requests for information, and requests for service in person and by telephone, and coordinating work with other City departments.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required; purges records and files as required.
• Performs a variety of customer services functions applicable to traffic, parking, citations,  property registration for the public; issues dog licenses, and the collection of various fees.
• Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy.
• Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
• Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls and calls for service, preparing court packages, processing restraining orders, and distributing incoming mail; sorts, files, copies, and distributes a variety of documents; maintains a variety of filing systems.
• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, and memoranda; checks drafts for punctuation, spelling, and grammar and suggests corrections.
• Operates a variety of general office equipment, including teletype equipment and cash register.
• Collects and prepares documents for arrests and citations; forwards documents to appropriate department, unit, and court; indexes a wide variety of violations and notifications; compiles and distributes complaints; and books information, fingerprint cards, and other law enforcement reports.
• 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.
• Provides research assistance to officers and other law enforcement personnel as requested.
• Prepares and receives non-injury collision reports that are reported at the Department.
• Performs other duties as assigned.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 
Equivalent to the completion of twelfth (12th) grade supplemented by additional clerical skills coursework and one (1) year of responsible general office clerical experience.  Completion of related coursework in criminal justice and recent training in computer software and equipment and prior police related work experience plus extensive public contact experience are desirable.

Licenses and Certifications 

CLETS Full Access operator certification is required within six (6) months of hire. 

Special Requirement 

Must be able to pass a law enforcement background investigation.  Must be willing to work extended shifts or be called back in emergency situations and work with exposure to difficult circumstances.

Knowledge of:

• Modern office practices and procedures, including filing and the use of standard office equipment.
• Business arithmetic and basic statistical techniques.
• Basic principles of record keeping and cash handling.
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Computer applications related to the work, including data entry, data tracking, word processing, and basic spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Learn basic functions, principles, and practices of law enforcement agencies.
• Learn and interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures.
• Learn techniques, methods, and processes of police record management and retrieval.
• Learn police terminology and law enforcement codes.
• Organize, research, and maintain technical and administrative files.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Make accurate arithmetic and statistical calculations.
• File and maintain automated and hardcopy records with accuracy.
• Organize own work, set priorities, and meet critical deadlines.
• Operate modern office equipment including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.  The principal duties of this class are performed in a police station environment with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases.  

DISASTER SERVICE WORKERS

All City of Seaside employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect.  Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Salary : $63,061 - $76,696