Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Perform a variety of technical functions in the collection, retention and dissemination of police records and reports; maintain the integrity of all police records and provide accurate and timely information to the public, law enforcement personnel and other outside agencies; conduct computer systems data entry, inquiry and report writing; and perform a variety of tasks relative to assigned area of responsibility.
JOB CLASSIFICATION
Non-Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Civilian Manager.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Maintain the integrity and accuracy of all criminal and non-criminal cases including classification, interpretation for release, data entry, inter and intra-agency dissemination, filing, case sealing, modifications, archiving, auditing and case accountability.
2. Perform data entry of case and investigative information including warrant entry and teletype, arrest, suspect, vehicle, location, property and evidence information and field interviews for in-house records management system, NCIC and CCIC.
3. Perform computer inquiry of NCIC/CCIC systems for wanted persons, warrant information, driver history and registration, lab requests, attempt to locate, missing persons, runaways, property, guns, vehicles and other information as requested by law enforcement staff; perform computer inquiry of various database systems utilizing in-house modem.
4. Provide customer service including analysis of case information for dissemination to citizen and business entities; ensure compliance with State and Federal law governing public information and right to privacy.
5. Disseminate information to law enforcement personnel, the District Attorney and other criminal justice agencies including case reports, investigations, property and laboratory requests.
6. Process records of official action and criminal history information for law enforcement purposes, employment, housing, armed forces and others.
7. Process other law enforcement data including fingerprint cards, serial number checks of pawn ticket property and traffic summons.
8. Produce daily, monthly, quarterly and annual statistics on reported crime, traffic accidents, summons and arrests.
9. Communicate through publication of weekly newsletter containing officer safety, fugitive information, probation, parole, sex offender subjects, arrests, releases, stolen autos and other information.
10. Generate photo line-ups and other image documents by accessing the County Detention Center facility mug shot and booking system.
Primary Functions:
11. Perform document scanning to compact disk of all case reports and supplemental information for permanent archival of records using document imaging software and hardware equipment.
12. Receive all incoming phone calls for police service, Provide information in person and over telephone in response to citizen requests for department information or personnel and City-wide activity of public events.
13. Provide after-hours records management services including system confirmation of stolen autos, missing person or runaways.
14. Issue annual licenses to various businesses; register bicycles and golf carts; provide copies of police reports; collect associated fees.
15. May assist in training of new personnel and volunteers.
QUALIFICATIONS
Knowledge of:
Principles and practices of record keeping.
Modern office procedures, methods and equipment including computers.
Principles and practices of data entry.
English usage, spelling, grammar and punctuation.
Ability to:
Learn pertinent Federal, State and local codes, laws and regulations governing the release and confidentiality of police records and reports.
Interpret and apply applicable laws and regulations pertaining to police records maintenance and dissemination.
Proofread documents for accuracy and completeness.
Accurately enter police reports and other legal information into the computer.
Conduct research and computer inquiries utilizing appropriate databases.
Type at a speed necessary for successful job performance.
Respond to requests and inquiries from the general public.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Maintain confidentiality of work performed.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Two years of increasingly responsible record keeping or clerical experience.
Training:
High School diploma or G.E.D.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate:
Some assignments in this classification require possession of, or ability to obtain, Notary Public Commission.
Some assignments in this classification require specialty certifications related to the area of assignment.
WORKING CONDITIONS
Environmental Conditions:
The classification is performed in the following working environment:
Office environment; exposure to computer screens.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the classification’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is regularly required to sit, walk, stoop, kneel, twist, demonstrate manual dexterity, grasp, talk, hear, and see. The employee sometimes is required to stand and reach. The employee is also required to perform light lifting.