Police Records Specialist

1 day 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; and performs other duties as required within the scope of the classification.

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; may conduct body search of female suspects; may be required to maintain temporary control of minor children taken from unfit homes or adult offenders
  • 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: High school diploma or equivalent certificate
  • Experience: One (1) year in an office environment, with computer usage and a minimum typing/keyboarding speed of 30 wpm net
  • Licenses/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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