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Chief Police Records Administrator
2 months ago
Location: Rialto, CA
Job Type: Full-Time
Department: POLICE ADMINISTRATION
Classification Overview
Class specifications are designed to provide a descriptive list of the range of responsibilities performed by employees in this classification. Specifications are not intended to reflect all duties performed within the job.
POSITION SUMMARY
This role is responsible for leading, supervising, and engaging in the more intricate and challenging tasks of police records office support personnel and operations. Additionally, it encompasses a variety of administrative responsibilities pertinent to the assigned area of oversight.
SUPERVISION STRUCTURE
Receives general oversight from the Police Records Supervisor or designated supervisory personnel. Provides functional and technical guidance to lower-level technical staff.
KEY CHARACTERISTICS
This is the advanced journey level position within the Police Records Assistant series. Roles at this level are distinguished by the level of accountability undertaken and the complexity of tasks assigned. Employees execute the most challenging and responsible types of duties within this series, including offering lead direction and training to junior technical staff. Employees at this level are expected to be fully proficient in all procedures related to their area of responsibility.
Core Responsibilities
ESSENTIAL FUNCTIONS
Essential and other significant responsibilities may include, but are not limited to, the following:
1. Lead, supervise, review, and execute clerical support tasks for the Police Records division, encompassing both confidential and non-confidential materials.
2. Research, compile, and prepare a diverse array of documents, including reports, procedural manuals, training bulletins, and general orders; oversee division filing and record-keeping duties.
3. Execute the more complex or challenging police records tasks on both a regular and emergency relief basis; serve as a resource in the absence of the Police Records Supervisor.
4. Assist in onboarding and training new personnel.
5. Receive, process, and file various documents, including accident, crime, and arrest reports, stolen, lost, or recovered vehicles, criminal and traffic warrants, citations, and related police documents, files, and records; process in accordance with established protocols; copy and distribute to the appropriate department or external agency.
6. Disseminate records information to department personnel, external law enforcement agencies, the public, and other employees in accordance with established protocols.
7. Address public and employee inquiries courteously; provide information within the scope of assignment; resolve complaints efficiently and promptly.
8. Conduct specialized research; compile various statistics as required; assist law enforcement personnel in locating necessary information, including reports and records.
9. Perform criminal background checks as assigned; secure warrant information from other agencies; prepare court documents; review dealers' slips of gun sales to determine if the purchaser has a criminal record.
10. Perform related duties and responsibilities as necessary.
Minimum Qualifications
Experience and Training Requirements: Minimum requirements as a condition of hire:
Experience:
Three years of progressively responsible police records experience, including at least one year of lead experience is desirable.
Training:
Equivalent to the completion of the twelfth grade.
License or Certificate:
Possession of, or ability to obtain, a valid driver's license.
Knowledge of:
Policies, procedures, and legal requirements related to police records processing and maintenance.
Basic law enforcement principles, practices, and terminology.
Recordkeeping principles and procedures.
Office management practices and procedures, including filing and the operation of standard office equipment.
Business arithmetic, including percentages and decimals.
Business computer applications, particularly as related to the input and retrieval of data.
Recent developments, current literature, and information related to police records management.
Modern office equipment, including computers and supporting word processing and spreadsheet applications.
Proper English usage, grammar, punctuation, and spelling.
Pertinent Federal, State, and local laws, codes, and ordinances.
Ability to:
Lead police records management programs.
Train lower-level staff.
Prepare clear and concise reports.
Interpret and apply Federal, State, and local policies, laws, and regulations.
Operate office equipment, including computers and supporting word processing and spreadsheet applications.
Respond to requests and inquiries from the general public.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain mental capacity which allows for effective interaction and communication with others.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing, and operating assigned equipment.
Working Conditions
Environmental Conditions:
Office environment; exposure to computer screens.
Physical Conditions:
Essential and other important functions may require maintaining physical condition necessary for walking, standing, and sitting for prolonged periods of time.
Application Procedure:
A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at the City of Rialto, Human Resources Department.
Selection Process:
Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.
