What are the responsibilities and job description for the Police Records Specialist position at City of South Gate?
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.
Class Characteristics
This classification is characterized from other clerical positions by responsibility for performing duties specifically related to police records.
Supervision Received
Works under the general supervision of the Police Records Manager.
Supervision Exercised
Does not exercise supervisory responsibility.
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.
Desirable Qualifications
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 Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of South Gate. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.
Physical Demands and Work Environment
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk, sit, and talk or hear; and may stand for extended periods of time. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually quiet in the office and moderately loud when outdoors. Incumbents are occasionally exposed to outside weather conditions, traffic, dust, gas, fumes, and chemicals.
Application Packets Must Include: A fully completed online employment application which:
- Covers at least the past 10 years of employment history (or longer if you have other relevant experience).
- Responses to the supplemental questionnaire.
- Must be specific in describing your qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
Selection Process: All application materials received by the application deadline will be reviewed and evaluated. All information supplied by applicants is subject to verification. The applications will be screened and those applicants possessing the most desirable qualifications on the basis of experience, training, and education, as submitted, will be invited to continue in the selection process. This includes a Typing Certificate (Qualifying), a Written Examination (weighted at 30%), and an Oral Interview (weighted at 70%).
- Typing Certificate (qualifying): A typing certificate of 40 wpm net is required and must be submitted on the date of the written examination. Online and remotely completed typing certificates will not be accepted. Typing test must be a minimum duration of five (5) minutes and have been taken within six (6) months of the City's Employment Application due date (October 27, 2025). Any typing certificates dated prior to May 2025 will not be accepted. Typing certificate must be issued from an acceptable agency (government agency, temporary employment agency, learning institution). Online typing certificates will not be accepted and a failure to submit a certificate by the deadline will result in disqualification.
- Written Examination - (weighted 30%): A minimum of 70% must be obtained on the written exam in order to be eligible to continue to the next phase of the selection process which will consist of an oral appraisal interview.
- Oral Appraisal Interview - (weighted 70%): A minimum of 70% must be obtained for placement on the Employment Eligibility List. Current and future vacancies will be filled from this list. Lists typically last for 12 months but may be extended or abolished in accordance with the City's Civil Service rules and regulations.
- The City supports a Drug-Free Workplace.
- All potential employees are required to successfully complete a thorough background investigation, fingerprinting, and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).
- New employees must complete a verification form designated by the United States Department of Homeland Security, Citizenship and Immigration Services, that certifies eligibility for employment in the United States of America.
- Individuals who require a reasonable accommodation to participate in any phase of the selection process must make such a request during the application process by notifying the Human Resources Office.
The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.
Equal Opportunity Employer
The City of South Gate is an Equal Opportunity Employer. In compliance with all applicable Federal and State laws, it does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability (mental and physical), medical condition, genetic characteristic or information, sex (including gender, gender identity, gender expression, and pregnancy), sexual orientation (including homosexuality, bisexuality, or heterosexuality), or military or veteran status in its employment actions, policies, procedures, or practices.
The City of South Gate is a busy urban community consisting of residential, commercial, and industrial development, spread over 7.41 square miles. It is currently ranked the 59th largest city in California with a population of approximately 100,000. Strategically located along the 710 freeway, the City is just 12 miles southeast of downtown Los Angeles.
The City is in a state of revitalization with many new development projects on the near horizon. As we look to the future we are heartened by the many opportunities for economic growth. We are looking for (a) dynamic individual(s) to join our employment team and work alongside our civic leaders, residents, and business owners committed to promoting and maintaining a safe and prosperous community in which to live and work.
Salary : $53,580 - $65,124
