Records Management Specialist
1 week ago
Location: Costa Mesa, CA
Job Type: FULL-TIME
Department: Police
Job Summary:
Under direct supervision, the incumbent will engage in a range of clerical tasks within the central records division of the Police Department. This role encompasses both general and specialized record-keeping duties, contributing to the overall efficiency of the department.
Class Characteristics:
This position represents the entry-level classification within the police records clerical series. The individual in this role is expected to acquire knowledge of intricate police records processing while performing routine clerical functions to support sworn officers and departmental personnel. A comprehensive training program will be provided upon hiring and for subsequent assignments to diverse responsibilities. As proficiency is gained, employees will work with increased independence on repetitive tasks. Work performance will be assessed for accuracy and adherence to established standards. This classification is differentiated from the Senior Police Records Technician role by the repetitive nature of tasks, limited independent judgment, and absence of leadership duties.
Application and Selection Process:
Applications must be submitted online. This recruitment will remain open until filled. Prompt application is encouraged as the position may close without prior notice.
Essential Functions:
1. Prepares and types reports, correspondence, and other documents, including confidential materials.
2. Maintains and organizes records and files.
3. Assembles and types documents from notes, drafts, or verbal instructions.
4. Operates computer terminals and related office equipment.
5. Compiles, sorts, and calculates various data.
6. Provides information to the public and interdepartmental representatives, interpreting technical information, policies, and procedures.
7. May supervise juveniles in protective custody.
Qualification Guidelines:
A typical pathway to acquire the necessary knowledge and abilities for this classification includes:
Education and Experience:
High school graduation or equivalent. One year of clerical experience, including typing, public interaction, and operation of standard office equipment. Experience in a public safety agency is highly desirable.
Knowledge and Skills:
Familiarity with modern office practices and procedures, business correspondence preparation, correct English usage, grammar, punctuation, filing, and inventory systems. Bilingual Spanish skills are advantageous.
Abilities:
Ability to follow Police Department rules and regulations, type at a corrected rate of 40 words per minute, work various shifts, weekends, and holidays as assigned, and perform multiple tasks under pressure. Strong analytical skills and the ability to communicate effectively, both orally and in writing, are essential.
Physical Tasks and Environmental Conditions:
Employees may be required to perform various physical tasks and work in different environmental conditions. Accommodations for physical or mental disabilities will be considered on a case-by-case basis.
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