POLICE RECORDS CLERK (PART-TIME)

Job Title

Police Records Clerk

Position Description

Please read the entire job bulletin and the Police Department hiring standards before submitting an employment application.

The individual selected for this position will work an average of 20 hours per week. Apply immediately as this position will close once a sufficient number of applications have been received. Candidates whose qualifications most closely meet the needs of the agency will be invited to a multiple choice written exam.

Under general supervision, performs a variety of general administrative, clerical, and customer service duties involved in the maintenance, processing, and distribution of Police records, including assisting in office support duties; and performs related work as required.

Distinguishing characteristics: This is a part-time, non-sworn, and single-position class that performs the full range of technical work in all of the following areas: customer service, and maintenance, processing, and distribution of Police records. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Police Records Supervisor in that the latter is the full supervisory-level class in the series responsible for organizing, assigning, supervising, and reviewing the work of staff involved in police records management.

Example of Duties

Essential functions, as defined under the Americans with Disabilities Act may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. Other duties may be required and assigned.

• Performs a variety of customer services functions related to records release and maintenance, including receiving, responding to, and entering requests for police reports and screening and forwarding telephone calls.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required; purges records and files as required.
• Processes requests for vehicle releases, property releases, and various other reports and documents.
• Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy.
• Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy, completing reports, and maintaining files.
• Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.
• Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls and calls for service, preparing court packages, processing restraining orders, and distributing incoming mail; sorts, files, copies, and distributes a variety of documents; maintains a variety of filing systems; and participates in the registration services, including registration of drug and arson offenders.
• Collects and prepares documents for arrests and citations; forwards documents to appropriate department, unit, and court; indexes a wide variety of violations and notifications; compiles and distributes complaints; and books information, fingerprint cards, and other law enforcement reports.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• Collects fees for various police services; balances and reconciles daily cash receipts.
• Prepare purchase orders; review and code invoices; coordinate billing procedures with other City personnel, outside agencies and the public.
• Inventory and requisition office supplies, as needed.

Marginal functions: Performs various related duties as required.

Minimum Qualifications

Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical way of obtaining the required qualifications is to possess:

Education: High school diploma or GED equivalent.

Experience: General office clerical experience and some college courses preferably in public service, police science, or related field. 30 units of relevant college level college courses may offset up to three months of the required experience. Please attach transcripts with application.

Desirable experience: Any work experience performing Police Records Clerk or Dispatcher duties for a law enforcement agency.

License/Certification: Due to the performance of field duties which may require the operation of a vehicle, a valid Class C California Driver License and evidence of insurance will be required.

Skills, Knowledge and Abilities

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Office methods and practices, including filing systems, receptionist and telephone techniques, and letter and report writing.
• Utilization and care of various types of office machinery and equipment.

Skills in:

• Using a variety of office equipment including personal computers and office software including Microsoft Office Suite word processing, data bases, spread sheets presentation and specialized programs in a windows-based operating environment.

Physical Requirements:

• Ability to operate a variety of automated office machines, including a calculator, copier, personal computer or typewriter.
• Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements, such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying, pushing and pulling, sitting, and/or walking or moving from one area to another or standing or remaining stationary for brief periods of time.
• Ability to type at a speed of 30 words per minute.

Mathematical Ability:

• Ability to add, subtract, multiply and divide;
• Ability to calculate decimals, percentages and fractions.

Judgment and Situational Reasoning Ability:

• Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving a variety of pre-defined duties subject to frequent change.
• Ability to assemble, copy, record, transcribe, compare, count, differentiate, measure and/or sort data and information to prescribed standards.

Language Ability and Interpersonal Communication:

• Ability to prepare routine correspondence using a prescribed format and conforming to all rules of punctuation, grammar, diction and style.
• Ability to utilize a variety of reference data and information, including billings, letters, operating instructions, schedules and records.
• Ability to communicate effectively with coworkers and the general public, both verbally and in writing.
• Ability to advise and provide interpretation to others how to apply policies, procedures and standards to specific situations.
• Ability to communicate effectively with representatives from other agencies, and upset and irate citizens.

Environmental Adaptability:

• Ability to work in an office environment.

Additional information: The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice. Selection Procedure: All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire. Admission to competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only. Equal Opportunity Employer: The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity. Americans with Disabilities: Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact Human Resources at View email address on click.appcast.io or (562) 989-7226/7304 no later than 5 business days before the test date. Fingerprinting: Applicants who are selected for hire are fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof. Physical Examination: Employment offers are conditional based, upon the successful completion of a medical