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Police Records Specialist I

3 months ago

Sacramento, United States City of Sacramento Full time

**THE POSITION**:
To perform responsible, specialized police records preparation and maintenance work, including public contact work in receiving and taking police reports.

**DISTINGUISHING CHARACTERISTICS**

This is the entry and first working level in the Police Records Specialist series. Incumbents of this class are trained in department policies, procedures, and systems. Assignments are generally limited in scope and within design and procedural framework established by higher level employees; however, as experience is acquired, the employee performs with increasing independence. Generally, work is observed and reviewed both during performance and upon completion. Under this training concept, positions assigned to the journey-level class of Police Records Specialist II which become vacant would normally be filled at the Police Records Specialist I level.

**SUPERVISION RECEIVED AND EXERCISED**

Immediate supervision is provided by a Police Records Supervisor or Senior Police Records Supervisor. Technical oversight of work assignments may be provided by a Police Records Specialist III or a Police Records Specialist II.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
TYPICAL DUTIES
- Receive classroom and on-the-job training, learn, and perform work in the following police records functions:

- Transcribe electronic reports submitted by police staff.
- Compile individual local criminal history by verifying each name entered into the Records Management System (RMS) and attaching it to the proper individual already in the RMS system.
- Enter missing persons, stolen vehicles and stolen property into state or national databases and then clear entries as necessary.
- Assist citizens desiring to report crimes either via telephone or in person, determine if facts presented constitute a crime, determine proper report classification and complete the report.
- Respond to calls from officers in the field via radio and accurately research and transmit appropriate and correct information relating to warrants, criminal history, record checks, etc.
- Assist citizens at the public counter in assigning court dates, collecting monies for various fees, releasing vehicles and providing general public information.
- Prepare crime related reports for various sections of the Police Department and District Attorney.
- Retrieve crime report information according to established law and Police Department policies and procedures for authorized personnel, other police agencies, citizens, insurance companies etc.
- Purge reports and seal records according to established statues and Police Department policies and procedures regarding police records information.
- File, retrieve, copy, and/or film records and reports maintained for police records functions.
- Appear in court and testify when required.
- Provide exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

**QUALIFICATIONS**:
Knowledge of:

- English usage, spelling, grammar, and punctuation.
- Basic arithmetic, including addition and subtraction.
- Knowledge of computers and office-related software programs.
- Modern office practices, procedures, and terminology.
- Recordkeeping practices and procedures.
- Effective customer service skills.

Ability to:

- Operate a variety of office machines and equipment.
- Learn to use the computer systems, enter record information and perform record searches.
- Understand and carry out oral and written instructions.
- Learn office methods, rules, practices, and policies.
- Communicate effectively, orally and in writing.
- Deal effectively and tactfully with other City personnel and the public by telephone or in person.
- Effectively elicit information from upset and irate citizens.
- Maintain cooperative working relationships with other City personnel and outside agencies.
- Use initiative and sound judgment within established guidelines.
- Type at a speed of not less than 30 net words per minute from clear copy.

**EXPERIENCE AND EDUCATION**

**Experience**:
Six months of public contact experience involving both in-person and telephonic contacts. Experience with computer systems and office-related software programs are desirable.
**SPECIAL QUALIFICATION**:
A valid California Class C Driver License is required for appointment to this classification, and must be maintained in order to continue employment in the classification. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case by case basis.
**PROBATIONARY PERIOD**

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

**THE SELECTION PROCEDURE**:

- If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. **Note: Qualifying experie