Records Management Specialist
2 weeks ago
Location: Costa Mesa, CA
Job Type: FULL-TIME
Department: Police
Job Summary:
Under direct supervision, this role involves executing a range of general and specialized clerical tasks within the central records division of the Police Department. The position is designed for individuals to gain expertise in complex police records management while performing essential clerical duties to support sworn personnel and other departmental staff. A comprehensive training program will be provided at the start of employment and during subsequent assignments to new and diverse responsibilities. Employees are expected to work with a degree of independence as they become proficient in their tasks, with work being reviewed for accuracy and adherence to established standards.
Class Characteristics:
This is an entry-level position within the police records clerical series. The incumbent is anticipated to learn specialized police records processing duties while managing general clerical responsibilities. This role is differentiated from the Senior Police Records Technician by the repetitive nature of the tasks assigned and the limited scope of independent judgment exercised.
Essential Functions:
1. Prepares and types reports, correspondence, and various documents, including confidential materials.
2. Maintains and organizes records and files.
3. Assembles and types information from notes, drafts, or verbal instructions.
4. Operates computer terminals and associated 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.
Qualifications:
A typical pathway to acquiring the necessary knowledge and abilities for this role includes:
- Graduation from high school or equivalent.
- One year of clerical experience involving typing, public interaction, and operation of standard office equipment.
- Experience in a public safety environment is highly desirable.
Knowledge and Skills:
- Familiarity with modern office practices and procedures.
- Proficiency in business correspondence preparation.
- Understanding of correct English usage, grammar, and punctuation.
- Knowledge of filing and inventory systems.
- Bilingual Spanish skills are advantageous.
Abilities:
- Ability to follow Police Department rules and procedures.
- Capability to type at a corrected rate of 40 words per minute.
- Willingness to work various shifts, including weekends and holidays.
- Ability to manage multiple tasks simultaneously and under pressure.
- Strong communication skills, both verbal and written.
Additional Information:
All employment offers are contingent upon proof of legal authorization to work in the United States and successful completion of the pre-employment process, which may include a background investigation and other evaluations.
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