Police Records Specialist

Records Specialist

Under general supervision, the Records Specialist 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. Supervision Received and Exercised Receives direct supervision from the Police Records Supervisor. Exercises no supervision of staff. Class Characteristics This is a non-sworn 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 other clerical and office support classifications by performing duties in support of the Records Unit in the Police Department. 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.

Examples Of Duties

Examples of typical job functions (Illustrative only) : Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 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. Operates a variety of general office equipment. 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. May assist in the processing and search of female prisoners. Provides research assistance to officers and other law enforcement personnel as requested. Performs other duties as assigned.

Typical Qualifications

Knowledge of : Principles and practices of law enforcement agencies. Police terminology and law enforcement codes. Techniques, methods, and processes of police record management and retrieval. Business arithmetic and basic statistical techniques. Basic principles of record keeping and cash handling. Operation of multiple telephone lines and radio systems. Record keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to : Interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures. Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work; type 45 words per minute. Make accurate arithmetic and statistical calculations. File and maintain automated and hardcopy records with accuracy. Establish and maintain a variety of filing, record keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment including computer equipment and specialized software programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and Experience : Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be : Equivalent to the completion of twelfth (12th) grade supplemented by additional clerical skills coursework and one (1) year of responsible general office clerical experience; proficiency in Vietnamese and / or Spanish is desirable. Licenses and Certifications : None.

Supplemental Information

Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures. The principal duties of this class are performed in a police station environment with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases. Working Conditions Classification requires successful completion of a pre-hire physical and detailed police background investigation. Employees work rotating shifts, including mornings, day, swing and evening watches, including weekends and holidays.

The City of Westminster offers a comprehensive benefit package to Westminster Police Officers Association (WPOA) members, including : Retirement Benefits : The City participates in the California Public Employees' Retirement System (CalPERS). The City's contract provides for the following retirement tiers for new hires : Sworn Employees : Tier 2 (hired on or after July 28, 2011 and a current CalPERS member) : 2% @ 50 formula; employees contribute 9.0% of salary towards retirement costs. Tier 3 / PEPRA (hired on or after January 1, 2013 and not a current CalPERS member) : 2.7% @ 57 formula; employees contribute 14.5% of salary towards retirement costs. Non-Sworn Employees : Tier 2 (Classic Members hired on or after July 28, 2011) : 2.0% @ 60 formula; employees contribute 7.0% of salary towards retirement costs. Tier 3 / PEPRA (New Members hired on or after January 1, 2013) : 2.0% @ 62 formula; employees contribute 8.25% of salary towards retirement costs. Educational Incentive : Employees may receive an additional 5% of base pay for possessing an AA degree; or an additional 10% of base pay for possessing a BA / BS degree. Special Assignment Pay : Available to Police Officers, Sergeants, and Commanders. Advanced Post Pay : 2.5% of base pay provided for possession of an Advanced POST Certificate. Bilingual Pay : $150 per month for demonstrated proficiency in specified languages. Longevity Pay : 10 years of service : $95 per month 15 years of service : $150 per month 21 years of service : $150 per month plus 2% of base salary 22 years of service : $150 per month plus 4% of base salary 23 years of service : $150 per month plus 6% of base salary 24 years of service : $150 per month plus 8% of base salary 25 years of service : $150 per month plus 10% of base salary Insurance Benefits : Effective January 1, 2024, the City's cafeteria benefits plan provides $1,600 per month toward the purchase of health, dental, vision and life insurance, as well as additional voluntary products. Employees who participate in the CalPERS health insurance program and are enrolled in a Family plan will receive an additional $400 per month towards the purchase of medical benefits (total of $2,000 per month). Medical insurance is provided through the Cal-PERS health insurance program. Unused cafeteria plan dollars may be received by the employee as taxable income. A pre-tax flexible spending account is also available for health care and dependent care expenses. The City also provides a City-paid Long-Term Disability (LTD