Police Records Assistant II

Job Purpose

Under direction, provides a variety of complex clerical support activities to the Police Department including the compilation and preparation of a variety of police reports and case files, and other complex office and police support activities, and the systemization, storage, and retrieval of police records.

Essential Duties and Responsibilities

Disclaimer - This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed. In other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prepares correspondence, reports, forms and specialized documents.
• Prepares Call for Service forms.
• Compiles a daily report of crime information collected.
• Gathers information for and prepares Department of Justice monthly statistical report.
• Proofreads materials for accuracy, completeness, compliance with Police Department policies and procedures and correct English usage.
• Establishes and maintains contact and working relationship with various local and state law enforcement, corrections, parole department, justice department and court agencies for acquisition of necessary information. Compiles and maintains a variety of bulletins, lists, ledgers, logs, and files containing information needed or requested by supervisors and police officers in the field.
• Enters and retrieves data and prepares reports following established formats.
• Prepares and updates a variety of reports.
• Receives and answers telephone calls.
• Checks with other agencies to secure warrant information.
• Enters and retrieves information using on-line or personal computer system and the State-wide California Justice network.
• Organizes citations and other police documents for court.
• Reviews documents for errors of omissions and refers to appropriate issuing officers for correction.
• Maintains records and files of all citations, warrants and related police records.
• Receives and processes criminal and traffic warrants.
• Checks files for criminal records of subjects for authorized personnel.
• Retrieves and makes copies of accident, crime and arrest report.
• Responds to requests for copies of police reports.
• Prepares case files for the District Attorney and for the courts.
• Establishes and maintains office files and compiles reports.
• Prepares files and retrieves files in storage.
• Operates standard office equipment
• Performs office support activities.
• Performs a variety of other duties as assigned.

Minimum Qualifications

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge of:

• Principles and practices of PC's and related software.
• Basic office management and supervisory practices and procedures.
• General police terminology, practices, and procedures
• Police report forms and formats, and expectations for case structures.
• Basic knowledge of codes and regulations related to assignment.
• Basic filing and record keeping principles and practices
• Operation of standard office equipment.
• Court and District Attorney requirements for document submittal.
• Requirements for storage.

Skilled in:

• Reading, and applying written procedures and policies.
• Assessing the critical importance of information received from various sources.
• Compiling and preparing reports.
• Organizing and maintaining records and filing systems.
• Operating standard office equipment.
• Establishing and maintaining effective working relationships.
• Communicating with the public.

Ability to:

• Communicate effectively verbally and in writing
• Operate a PC and related software
• Maintain effective working relationships with other people
• Function within a structured "chain-of-command" environment.
• Operate a keyboard with a tested speed of at least 40 words per minute.
• Communicate in oral and written English.
• Read, understand, and apply established City policies, procedures, practices, and regulations and those of Police Department.
• Work with minimal direction.
• Learn various formats for investigative and incident reports.

Education and/or Experience

Any combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities. A typical way to obtain these would be:

• High School Diploma or an equivalent certificate or diploma recognized by the State of California.
• Associate's Degree or two (2) full academic years of attendance at, an accredited college or university with a major or emphasis in business administration, criminology, law enforcement/administration of justice, behavioral science or related field, desirable.
• Two (2) to Four (4) years of experience in police records work or records preparation with a law enforcement agency, or experience in technical or classified document preparation in an armed forces environment.

Selection Process: Candidates with the most relevant qualifications will be invited to participate in the interview and testing processes. Reference checks, Live Scan, background investigations, and pre-employment physicals including drug testing are part of the employment process.