Police Lead Records Clerk

The City of Covina is accepting applications for Police Records Clerk. This recruitment will also be used to establish an Eligibility List, which will be used to fill both Full Time and Part Time positions as they become available. Under general supervision, provides lead worker support and training over assigned personnel, performs a wide variety of law enforcement office support duties related to recording, maintaining, retrieving, and distributing law enforcement data and information; processes a high volume of police-related documents to contribute to the effective operation of the department; enters reports and data into a variety of automated law enforcement records systems; ensures that records and information are accurate, clear and comprehensive for law enforcement personnel and the general public; performs other related duties as required. Distinguishing Characteristics The Police Lead Records Clerk is the lead senior‑level classification responsible for assisting with overseeing, directing, and coordinating a broad range of complex technical, administrative, and operational support functions within the Records Division. This position is distinguished from the Police Records Clerk classification by its advanced knowledge of records management operations, policies, procedures, and applicable regulatory requirements, as well as its expanded scope of responsibility and leadership authority. In addition to performing specialized and advanced records clerk duties, the Police Lead Records Clerk provides day‑to‑day direction and leadership for assigned personnel, including coordinating work schedules, assigning and reviewing workload, and ensuring adequate coverage of division functions. The incumbent is responsible for training, mentoring, and evaluating staff performance, while fostering a productive, efficient, and service‑oriented work environment. The incumbent is also responsible for ensuring adherence to established policies, procedures, and service standards; keeps superior informed on events affecting area of responsibility, particularly personnel problems, complaints, and other occurrences having an impact on the department or City. Supervision Received/Exercised Receives general administrative and operational direction from the Administrative Lieutenant and Police Support Services Manager. Exercises direct and indirect lead worker responsibilities over assigned office staff, records personnel, and volunteers. Essential Functions Accepts lead worker responsibilities for the day‑to‑day operations of the Records Division; assists in the planning, coordination and assigning of work assignments, work schedules, reviews and participates in the work of assigned staff; assists in the training, motivation, and performance evaluation of assigned personnel; monitors staff activities to ensure adherence to safety standards, work quality, accuracy, and confidentiality requirements; and assists with reviewing, implementing and updating policies and procedures. Performs a wide variety of office support and computer entry/retrieval using various automated information systems; types correspondence; tabulates statistical data; acts as the first line of contact in the Police Department lobby; operates a variety of office equipment, including the computerized parking system, optical imaging, and microfilm retrieval systems; maintains confidential files of crime and traffic accident reports, registrants, and applicant files. Enters and maintains accurate data and information into the California Law Enforcement Telecommunications System (CLETS), including stolen vehicles, missing and unidentified persons and domestic violence restraining orders; enters and retrieves information from a variety of state and local automated systems, including the Records Management System (RMS); validates selected records from the Department of Justice files, including vehicles, firearms and missing persons. Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties, including National Incident Based Reporting System (NIBRS) and California Incident Based Reporting System (CIBRS) requirements as mandated by Department of Justice. Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies such as the Department of Justice (DOJ), California Highway Patrol, District Attorney, Department of Motor Vehicles (DMV), and insurance companies; prepares misdemeanor/felony court packets for the District Attorney’s Office including crime report, amendment information and supporting documents such as criminal history, DMV driving history and drug analysis results; prepares moving violation transmittals for court; applies federal, state and local laws when releasing information. Assists department personnel and the public at the front counter and by telephone; issues visitor permits; assists the public with parking permit application and purchase; provides assistance to outside agencies requiring information. Collects fees for services provided by the Department; may assist in the transportation of female prisoners and the care of juveniles. Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. Physical, Mental And Environmental Working Conditions Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing reports and retrieving and entering data using a computer keyboard. Additionally, the position requires near and far vision in reading work related documents and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation. Minimum Qualifications (The following are minimal qualifications necessary for entry into the classification.) Education And/or Experience Any combination of education and experience that provides the knowledge, skills, and abilities necessary to perform the duties of a Police Lead Records Clerk. A typical qualifying pathway includes three (3) years of progressively responsible experience as a Police Records Clerk, and possession of a high school diploma or equivalent. License/Certificate Completion of California POST 40‑hour Police Records Clerk.

KNOWLEDGE/ABILITIES/SKILLS:

(The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge Of Modern office administrative practices and procedures; public and agency desk procedures and methods of providing services and information; automated law enforcement information systems and procedures; basic principles of mathematics; applicable federal, state and local laws, codes and regulations, including the Public Record Act; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices. Ability To Operate standard office equipment, including a computer; operate specialized automated law enforcement information systems; understand and follow instructions; organize and prioritize work assignments; perform a variety of work with speed and accuracy; work flexible hours including evenings, weekends and rotating shifts; wear a department uniform; maintain confidentiality of information; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships. Skills To Operate office equipment, including a computer, applicable software, and specialized law enforcement automated information and records systems; safely and effectively operate a variety of equipment used in the maintenance and operation of a Records Division. Additional Information Retirement – CalPERS Tier I Retirement Benefits (hired prior to 12/31/2010) 3% @ 50 One year final compensation (20042) 1959 Survivors Benefit (21574) Employee Contributes $2.00 per month Level IV Survivor Benefits. Unused Sick Leave Conversion (20965) Retired Employee Death Benefit of $600 (21622) Employees pay 9% of PERS Employee Cost Tier II Retirement Benefits (hired 01/01/2011) 3% @ 55 One year final compensation (20042) 1959 Survivors Benefit (21574) Employee Contributes $2.00 per month Level IV Survivor Benefits. Unused Sick Leave Conversion (20965) Retired Employee Death Benefit of $600 (21622) Employees pay 9% of PERS Employee Cost Tier III Retirement Benefit for as defined under PEPRA as "New" as of 01/01/2013 2.7% @57 formula 3 Year Final Compensation Employees pay 14.25% of PERs Employee Cost

VACATION LEAVE

Years of Service Year 1 through Completion of 4 yrs 8.67 hrs/mo 104 hrs/yr Beginning 5th yr through 9 yrs 12.67 hrs/mo 152 hrs/yr Beginning 10th yr through 14 yrs 14.00 hrs/mo 168 hrs/yr Beginning 15th yr through 20 yrs 16.67 hrs/mo 200 hrs/yr Beginning 21st yr and above 17.33 hrs/mo 208 hrs/yr

HOLIDAYS (FIXED)

New Year's Day Martin Luther King, Jr. Day Lincoln's Birthday President's Day Memorial Day Juneteenth Independence Day Labor Day Indigenours Peoples' Day Veteran's Day Thanksgiving Day Friday following Thanksgiving Christmas Day

FLOATING HOLIDAYS

Non – shift employees working a 4/10 schedule receive three (3) floating holidays per year (30 hours). Shift employees receive 13 hours of holiday time pay per month in lieu of fixed and floating holiday leave time.

SICK LEAVE

Ten (10) hours of sick leave accrued per month. Maximum accumulation limit is 1,200 hours. Unless as otherwise provided for in Memorandum of Understanding.

MEDICAL, DENTAL AND VISION INSURANCE

The City participates in the CalPERS Medical Plan. City provides a flex benefit dollar amount of $1,500 per month to use towards purchase of health benefits. Employer contribution under PEHMCA for CalPERS Medical Plan is $157/mo. This is in addition to the flex benefit above. Unused flex dollars may be received as taxable cash and administered according to terms of Memorandum of Understanding. Dental Insurance provider is Delta Dental Plan. PPO and HMO plans available. Vision Insurance provider is EyeMed.

LIFE INSURANCE

City paid term Life Insurance policy of $100,000. Additional coverage available for purchase at group rates through carrier. Life Insurance provider is VOYA.

LONG TERM DISABILITY

City paid long term disability insurance plan. LTD provider is CLEA.

BILINGUAL PAY

$175 per month available upon completion of 6 months of service and certification.

UNIFORM ALLOWANCE

$1,500 annually available upon completion of 12 months of service.

EDUCATION AND VOCATION INCENTIVE PAY

Available based on criteria outlined in Memorandum of Understanding. Maximum of 10% of base salary for possession of Bachelor's Degree and POST Advanced Certificate.

HEALTH & DEPENDENT CARE SPENDING ACCOUNTS (AFLAC)

Annual maximum of $3,300 for Unreimbursed Medical and $5,000 for Dependent Care for 2025. Reimbursements are administered through Wageworks.

EMPLOYEE ASSISTANCE PROGRAM

Comprehensive services provided by The Counseling Team International for employee and eligible dependents. #J-18808-Ljbffr City of Covina