Police Records Clerk (Part-Time)

Part-Time Police Records Clerk

The City of San Marino has a part-time Police Records Clerk position available in the Police Department. The ideal candidate will have strong multi-tasking skills, possess a great attitude, are results-oriented, work efficiently and have a passion for public service. If you are interested in joining a team that is motivated by public service and committed to protecting our community, apply today! The employee may be required to work various shifts at night, on weekends and holidays as needed.

The San Marino Police Department is comprised of 32 sworn officers and 11.5 civilian staff. San Marino Police Department is led by a Chief of Police, two Bureau Commanders and a Civilian Administrative Manager. The sergeants, corporals, and officers are assigned to patrol or detective functions, as well as other collateral administrative duties.

Situated 12 miles from the majestic foothill mountains, the beautiful City of San Marino, California, with a population of approximately 13,000 is located northeast of Los Angeles in the San Gabriel Valley. Incorporated in 1913, San Marino is primarily a residential community known for expansive properties surrounded by beautiful gardens, wide streets, well- maintained parkways, and top- performing schools. A city of 3.75 square miles, the City is home to numerous recreational and cultural opportunities that complement all interests. Residents and visitors enjoy hiking in the foothill mountains, exhibits at The Huntington Library, Art Museum, and Botanical Gardens, historical culture and art galleries at the Old Mill (El Molino Viejo), and recreational activities at the historic Lacy Park. Other recreational activities include shopping and dining in the delightful business districts along Mission Street and Huntington Drive. With a focus on resident services and community engagement, the City of San Marino is recognized for its police and fire services, library, parks and community amenities, and planning and zoning that maintain the community's high-quality residential character.

Under general supervision, the Part-Time Police Records Clerk is responsible for handling all activities of the Police Records Section. The classification is distinguished from other administrative support positions in that the incumbent is responsible to prepare and maintain police records. Incumbents exercise judgment to select appropriate guidelines to follow and interpret administrative and operational policies. General supervision is provided by professional and sworn supervisory positions, including, but not limited to the Police Records Manager.

The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties include:

• Assist CLETS Agency Terminal Coordinator in enforcing system compliance laws and carry out validation and audit responsibilities;
• Process, proof, distribute, file, index, route, file, and retrieve crime reports, supplemental reports and investigative reports;
• Search records and request information from other law enforcement agencies in conjunction with field investigations being carried out by departmental personnel;
• Interpret documentation from Department of Motor Vehicles (DMV) and DOJ in order to verify pre-existing records for accuracy and validations; modify as needed and make entries of property, vehicles, firearms, protective orders, and missing persons;
• Interact extensively with the public, City and department personnel and other law enforcement agencies on the telephone and in person tactful manner;
• Respond to requests for information in compliance with Departmental policy, legal and governmental guidelines;
• Maintain electronic and paper crime, arrest, and incident report files; ensure such records are properly retained in accordance to Department policy and procedures;
• Check both electronic and paper documentation for completeness, accuracy and compliance with legal and other requirements;
• Access various local, state and national law enforcement systems to enter and retrieve information;
• Generate automated notifications to Department of Justice on state mandated programs and manage local supporting files;
• Code and enter data into an automated records management database;
• Retrieve, assemble, and disseminate reports and information from files in an accurate and timely basis for Departmental staff;
• Type arrest reports, search warrants and related materials to meet specific deadlines;
• Research and provide information by phone, in person and by mail relating to crime, arrest and traffic reports; receive, verify and account for a variety of fees;
• Classify incoming crime reports in accordance with the California Incident-Based Reporting System reporting Criteria and minimize classification errors;
• Ensure that records release and dissemination is handled in accordance with all applicable state laws and regulations;
• Prepare criminal statistical reports required by the Police Department consistent with established deadlines;
• Maintain and purge reports in accordance with city and state guidelines;
• Accept subpoenas for service;
• Process and comply with subpoenas Duces Tecum and Discovery Orders;
• Make police reports available to community members pursuant to prescribed procedures and provide information to the general public by telephone and in person at a public counter;
• File and maintain a variety of records, forms and correspondence;
• Performs related duties as assigned.

Knowledge of:

• Law enforcement practices and basic operations of a Police Records function;
• Police procedures, rules, regulations and terminology and law enforcement codes as related to assigned functions;
• Rules and regulations of the National Crime Information Center (NCIC) and the California Law Enforcement Telecommunications System (CLETS) as related to assigned functions;
• Filing procedures (alpha and numeric);
• Telephone etiquette and procedures;
• Correct English usage, spelling, grammar, punctuation and basic mathematics;
• Familiarity with standard office procedures, methods, and equipment including computers and applicable software;
• Teletype procedures, police terminology, law enforcement codes and laws applying to the release of information.

Skills and Demands:

• Exercise independent judgment in the release of confidential records within department and legal guidelines;
• Interact with the public and other City employees both in person and over the telephone in a courteous and tactful manner;
• Learn, retain and apply routine to complex information, Teletype procedures, police terminology, law enforcement codes and laws applying to the release of information;
• Set priorities, organize work-flow and maintain organization of work and records; multi-task and be responsive to time-sensitive matters; Understand and follow instructions;
• Use time effectively and efficiently to maximize work assignments;
• Exercise good judgment and uphold confidentiality in maintaining critical and sensitive information, records, and reports; understand, interpret, and apply general administrative and Police departmental policies and procedures;
• Show interest and understand the needs, expectations, and circumstances of internal and external customers;
• Develop and maintain working relationships;
• Fully comprehend spoken communication by picking up on nuances in tone and meaning, and being attentive to non-verbal cues and body language;
• Maintain emotional stability and self-control under pressure, challenge, or adversity;
• Display honesty, adherence to principles, and personal accountability;
• Appreciate the benefits of varied backgrounds and cultures;
• Respond positively to change and modify behavior as the situation requires;
• Adhere to all safety practices and procedures, and encourage and support others to be safe in their work activities;
• Have sound collaborative decision-making, judgement and diplomacy skills;
• Show empathy towards the community and colleagues;
• Have service mentality, respect for and sincere desire to help others with diverse background and experiences;
• Have strong sense of integrity and commitment to ethical behavior and accountability;
• Have courage to intervene and protect against unethical behavior;
• Work collaboratively with team members to create and support a positive customer service environment;
• Demonstrate, promote and support a culture of diversity, equity, inclusion and belonging;
• Work nights and weekends;
• Pass a background investigation.

Education and Experience:

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

• High School graduate (or substitute of G.E.D. or California Proficiency Certificate).
• One (1) year in an administrative support position. Police department experience is highly desired.
• Possession of a valid California Class C driver's license with a satisfactory driving record, or the ability to get from point to point for trainings and meetings.