Police Records Assistant

The City of Hanford is seeking to fill one (1) Police Records Assistant position within the Hanford Police Department. This position performs a variety of specialized recordkeeping tasks related to police functions; to respond to citizen inquiries; and to perform related duties as assigned.

This is the journey level in the Police Records Assistant series. Incumbents initially perform the more routine duties assigned to positions in this series and work under close supervision.  However, as experience is gained, incumbents are expected to perform the full range of duties as assigned with increasing independence.
 
This class is distinguished from the Senior Police Records Assistant in that the latter performs the higher level duties including providing technical and functional supervision over assigned personnel and performing biweekly payroll processing for the unit.
 

Duties may include, but are not limited to, the following:
 
Process police reports by extracting information and updating computer data; route reports to appropriate agency or personnel; scan and file police reports.
 
Receive information and complaints from the public by telephone and in person; respond to inquiries by providing information on police services and procedures.
 
Prepare cases for filing with the court or District Attorney's Office; receive and enter subpoenas from the District Attorney's Office.
 
Process and issue a variety of permits and licenses; enter data and maintain accurate records of permits issued and payments made.
 
Enter accurate data into local, State, and Federal computer systems; access multiple computerized systems to enter or retrieve data for law enforcement purposes.
 
Fingerprint suspects or persons required to register for offenses, and members of the public for employment, state licenses, and permits.
 
Transcribe police officer interviews for use by the District Attorney's Office.
 
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
 
Foster an environment that embraces diversity, integrity, trust, and respect.
 
Be an integral team player, which involves flexibility, cooperation, and communication.
 
Perform related duties as assigned.Knowledge of:

Modern office principles, procedures, and equipment.

Basic arithmetic.

Correct English usage, grammar, spelling, and punctuation.

Ability to:

Maintain and process a variety of records, reports and data in support of police department functions.

Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.

On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.

Learn and interpret legal and reporting codes and statutes applicable to management of law enforcement records.

Perform accurate and efficient on-line data entry utilizing a computer terminal.

Use sound judgment in recognizing scope of authority.

Operate and use modern office equipment including computers and applicable software.

Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.

Utilize appropriate safety procedures and practices for assigned duties.

Communicate effectively orally and in writing.

Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.

Establish and maintain effective, cooperative and collaborative working relationships with others.

Experience and Education

Any combination of experience and education that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience:

Two years of responsible clerical experience involving public contact.

Education:

Equivalent to completion of the twelfth grade.

License and Certificates

Possession of a California Law Enforcement Telecommunication System (CLETS) certificate within six months of appointment.Screening will consist of a competitive assessment of relevant education, training, and work experience to be followed by a written examination and/or an interview before an Oral Board to determine the most qualified candidates.Applicants meeting the minimum qualifications are not guaranteed advancement to an interview, and the decision of the screening committee is final. Those candidates who are determined eligible for appointment to the position will be placed on the City’s Certified Eligibility List. Applicants will receive written notification regarding the results of all phases of the recruitment process up to the establishment of the Eligibility List, if applicable.