Police Records Specialist

4 weeks ago

Huntington Beach, California, United States City of Huntington Beach, CA Full time
Job Summary

Under close supervision, performs a variety of clerical tasks and administrative support functions within the Records Bureau of the Police Department. The Police Records Specialist is an entry-level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval.

Key Responsibilities
  • Prepares forms such as memoranda, form letters, police clearances, declarations, and other documents
  • Duplicates materials and distributes to other agencies/departments; assembles police reports and other records to prepare and submit misdemeanor and felony packets for court
  • Responds to inquiries by telephone, email, and in person from officers and other law enforcement and governmental agencies; researches, collects, and disseminates authorized information utilizing various computer systems
  • Provides information that assists detectives and officers in the field in conducting their investigations; presents facts related to laws and ordinances
  • Responds to questions, requests, and complaints from the public by telephone, email, and in person at the public counter in accordance with departmental procedures
  • Receives and sorts incoming mail; researches and responds to requests from insurance companies, probation officers, parole officers, background investigators and other agencies
  • Prepares and provides police records for release to the general public as required by law and in accordance with departmental procedures
  • Releases recovered stolen, impounded or stored vehicles; completes the booking process of arrestees; processes temporary/permanent restraining orders; registers arson/sex offenders
  • Performs basic teletype duties involving entry into CLETS/NCIC databases; responds to requests for warrant check; inquires, collects and enters information regarding private party impound and repossessed vehicles
  • Researches, retrieves, and prints information contained within the automated Records Management System (RMS); monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness
  • Enters a variety of information from several different types of documents into the automated RMS; performs complex automated quality control verification that all system required information is entered into the RMS from police reports
  • Memorizes codes and abbreviations for data entry
  • Scans hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate departments and agencies; files hard copy materials numerically into established filing system
  • Maintains the confidentiality of all information assimilated and utilized on the job
  • Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
  • Maintains a regular and consistent attendance record
  • Performs other related duties as assigned
Requirements
  • Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying
  • A typical combination includes: knowledge of City and Department policies and procedures, basic organization and operations of a police department, administrative and clerical practices which relate to filing, verifying, checking, and maintaining records, modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications)
  • Correct English usage, grammar and punctuation, legal terminology; code books; and Department manuals, Federal and state codes for release of information/confidentiality, CLETS users guide, DOJ POST Records manual; computer manuals, quality service principles and practices, telephone procedures and etiquette
  • Ability to work a variety of schedules including evenings, weekends, and holidays, function effectively in a complex work environment with a high level of interruption, learn assigned tasks readily; perform several tasks simultaneously with a high level of accuracy, learn police terminology and law enforcement codes, serve the public by telephone, in writing, and at a public counter in situations which may be stressful
  • Establish and maintain effective relationships with those contacted in the course of work, understand pertinent procedures and functions quickly, produce a variety of documents, follow written and oral instructions, operate computers, teletype and other office equipment
Education and Experience
  • High school diploma or equivalent certificate
  • One (1) year in an office environment, with computer usage and a minimum typing/keyboarding speed of 30 wpm net
Licenses and Certifications
  • A valid California driver license with an acceptable driving record required at time of appointment and during course of employment
Shift Assignment
  • Must be available to work all assigned shifts, including evenings, weekends and holidays
Background Investigation
  • Must successfully pass a comprehensive background investigation including a polygraph

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