Records Management Coordinator

2 weeks ago

Tustin, California, United States City Of Tustin Full time
APPLICATION PROCESS:
This recruitment is open until filled and may close at any time.
The City of Tustin Police Department is currently seeking qualified candidates for the position of Records Management Coordinator. To be considered, applicants must submit a city application, complete a supplemental questionnaire, and provide a typing certification (40 nwpm).

ABOUT THE TUSTIN POLICE DEPARTMENT:

The Tustin Police Department is dedicated to serving the community with integrity and professionalism. The department upholds the highest standards of ethics and is committed to excellence in performance through the quality of its personnel.

Our mission is to employ individuals who are ethical, dedicated, and loyal to the department and the profession.

If you are passionate about public service, a self-motivated individual, and eager to be part of a dynamic problem-solving team, consider joining the TPD as a Records Management Coordinator.


POSITION OVERVIEW:

The Records Management Coordinator is a civilian role responsible for a variety of administrative and clerical support tasks within the Police Department.

Key responsibilities include preparing, processing, and retrieving police records, data, and reports while adhering to strict security protocols; providing information and assistance to police personnel, law enforcement agencies, and the public; and offering general clerical support to department staff.

This role requires a comprehensive understanding of laws, codes, and regulations related to the management and release of confidential police records.

While prior law enforcement experience is not mandatory upon entry, employees are expected to complete extensive departmental training and perform the full range of duties by the end of the probationary period.


RECRUITMENT PROCESS:

The recruitment process consists of several components, each of which must be successfully completed to progress to the next phase.

Initially, application materials will be reviewed to identify candidates who meet the minimum qualifications. Those who qualify will be invited to participate in a written examination.

Successful candidates from the written exam will be invited to a panel interview. Those who excel will be placed on an eligibility list for potential hiring.

Selected candidates must also pass a background investigation, a polygraph examination, an interview with the Police Chief (or designee), and a medical examination with a drug screening upon conditional offer of employment.

The selection process typically spans several months, and applicants will receive written updates regarding their status.


PRIMARY DUTIES:

Responsibilities may include, but are not limited to:

  • Managing and updating various departmental files, records, and databases related to warrants, citations, arrests, and criminal cases.
  • Scanning, indexing, and filing police reports and related documents, organizing records by classification.
  • Researching and compiling information from police records to assist personnel with ongoing investigations.
  • Preparing statistical reports related to arrests and departmental operations.
  • Coordinating forms and paperwork for departmental staff and law enforcement agencies.
  • Providing assistance to the public and law enforcement agencies, responding to inquiries and requests.
  • Processing subpoenas and coordinating officer court appearances.
  • Conducting criminal booking processes, including photographing and fingerprinting detainees.
  • Issuing permits for commercial and residential burglary/robbery alarms.
  • Sorting and distributing departmental mail and processing invoices.
  • Providing administrative support to departmental personnel, including scheduling meetings and managing travel arrangements.

QUALIFICATIONS:

A combination of education, experience, and training is required for entry into this classification:

  • High school graduation and two years of general clerical or records management experience.

KNOWLEDGE AND SKILLS:

Candidates should possess knowledge of:

  • Records management principles and filing systems.
  • Standard business software applications.
  • Proper English usage and grammar.
  • Relevant laws and regulations governing police records.

Additionally, candidates should demonstrate the ability to:

  • Operate standard office equipment and software.
  • Communicate effectively, both orally and in writing.
  • Maintain confidentiality of sensitive information.
  • Handle multiple priorities and meet deadlines.

WORK ENVIRONMENT:

This position typically operates in an office setting, with a focus on maintaining professionalism and composure in various situations.

Employees may encounter sensitive information and must handle it with discretion.


ADDITIONAL REQUIREMENTS:

A valid California Law Enforcement Teletype Systems (CLETS) certificate is required within six months of employment. Bilingual skills are highly desirable.

Applicants must be prepared to work rotating shifts, including evenings, weekends, and holidays.

The City of Tustin is an Equal Opportunity Employer and will provide reasonable accommodations to qualified individuals with disabilities.

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