POLICE RECORDS SPECIALIST

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. SUPERVISION RECEIVED AND EXERCISED Reports to: Police Records Supervisor DISTINGUISHING CHARACTERISTICS The Police Records Specialist is an entry‑level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval. Incumbents are expected to work with some independence on the repetitive aspects of the work as employees achieve proficiency in performing their assignments. This classification differs from the Senior Police Records Specialist in the repetitive nature of assigned work and the limited degree of independent judgment exercised. 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 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 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 The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed. 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. RECLASSIFICATION Current City Employees who meet the minimum qualifications for Senior Police Records Specialist, have successfully completed twelve (12) months in the position of Police Records Specialist, and receive recommendation from the Police Services Manager and the Chief, may be eligible for reclassification to Senior Police Records Specialist. SPECIAL CONDITIONS Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program. PUBLIC EMPLOYEE DISASTER SERVICE WORKER In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster. The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed. Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard. Must be able to actively listen to receive instruction, and verbally communicate information in order to engage with customer base, staff, and others, in person and via telephone. Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials up to 25 pounds. Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis. COMMON DISQUALIFIERS - CIVILIAN Please review the following common disqualifiers. If any items listed pertain to you, you will be automatically disqualified in the background investigation. You may, at this time want to screen yourself and withdraw prior to starting the recruitment process. ILLEGAL USE OR POSSESSION OF DRUGS Any adult use or possession of a drug classified as a hallucinogenic within three years prior to application for employment. Any other illegal adult use or possession of a drug not mentioned above (including cocaine) within three years prior to application for employment. Any illegal adult use or possession of a drug while employed in any law enforcement capacity, military police, or as a student enrolled in college accredited courses related to the criminal justice field. Any adult manufacture or cultivation of a drug or illegal substance. Failure to divulge to the Department any information about personal illegal use or possession of drugs. Any drug test of the applicant, during the course of the hiring process, where illegal drugs are detected. The following examples of illegal drug use or possession will be considered in relationship to the overall background of that individual and may result in disqualification: Any illegal use or possession of a drug as a juvenile. Any illegal adult use or possession of a drug that does not meet the criteria of the automatic disqualifiers specified above (e.g., cocaine use longer than three years.) Any illegal or unauthorized use of prescription medications. MOTOR VEHICLE OPERATIONS Receipt of three or more moving violations (or any single violation of a potential life threatening violation, such as reckless driving, speed contest, suspect of a pursuit, etc.) within three years prior to application. Moving violations for which there is a factual finding of innocence shall not be included. Involvement as a driver in two or more chargeable (at fault) collisions within three years prior to date of application. A conviction for driving under the influence of alcohol and/or drugs within three years prior to application or any two convictions for driving under the influence of alcohol and/or drugs. ARRESTS Conviction of any criminal offense classified as a misdemeanor under California law within three years prior to application. Conviction for two or more misdemeanor offenses under California law as an adult. Conviction of any offense classified as a misdemeanor under California law while employed as a peace officer (including military police officers.) Admission(s) of having committed any act amounting to a felony (including felony-misdemeanor offenses) under California law, as an adult, within five years prior to application or while employed as a peace officer (including military police officers.) Admission(s) of administrative conviction of any act while employed as a peace officer (including military police officers) involving lying, falsification of any official report or document, or theft. Admission(s) of any act of domestic violence as defined by law, committed as an adult. Admission(s) of any criminal act, whether misdemeanor or felony, committed against children including but not limited to: molesting or annoying children, child abduction, child abuse, lewd and lascivious acts with a child, or indecent exposure. Acts of consensual unlawful intercourse accomplished between two minors shall not be included, unless more than four years difference in age existed at the time of the acts. Having any outstanding warrant of arrest at time of application. Conviction of a felony under Federal or California Law. INTEGRITY Any material misstatement of fact or significant admission/omission during the application or background process may be disqualifying, including inconsistent statements made during the initial background interview (Personal History Statement or Supplemental Questionnaire) or polygraph examination or discrepancies between this background investigation and other investigations conducted by other law enforcement agencies. Any forgery, alteration, or intentional omission of material facts on an official employment application document or sustained episodes of academic cheating. TATTOOS Employees shall not visibly display markings on the following body parts/areas: Head, neck, ears, mouth, scalp, face, hands (exception: wedding band tattoo on ring finger) Markings detrimental to good order are prohibited from visibility. Inappropriate markings are not permitted to be visible including but not limited to, imagery depicting racial, sexual, discriminatory, gang related, violence, obscene language or any offensive, demeaning to persons of ordinary sensibilities or considered racist or sexist. Markings are prohibited from being displayed during the following: court testimony, depositions, school presentations, formal community meetings, funerals This policy also does not apply to Police Recruits while they are attending a Police Academy or participating in Academy sponsored functions. The policy will apply to Police Recruits while they are performing any official duty, in uniform, outside of the Police Academy. BODY ART Body piercing or alteration to any area of the body visible in any authorized uniform or attire that is a deviation from normal anatomical features and which is not medically required is prohibited. Such body alteration includes, but is not limited to: Tongue splitting or piercing. The complete or transdermal implantation of any material other than hair replacement. Abnormal shaping of the ears, eyes, nose or teeth. Branding or scarification. WORK TRAITS Having been disciplined by any employer (including military) as an adult for abuse of leave, gross insubordination, dereliction of duty , or persistent failure to follow established policies and regulations. Having been involuntarily dismissed (for any reason other than layoff) from two or more employers as an adult. Having held more than seven paid positions with different employers within the past four years, or more than 15 paid positions with different employers in the past ten years (excluding military). Students who attend school away from their permanent legal residence may be excused from this requirement. Having current financial obligations for which legal judgments have not been satisfied, currently having wages garnished, or any other history of financial instability. Uttering any epithet derogatory of another person's race, religion, gender, national origin or sexual orientation. Having been disciplined by any employer as an adult for fighting in the workplace. #J-18808-Ljbffr