Police Records Assistant I

To be considered for this position, please attach the following to your application:

• An Official Typing Certificate (not obtained online) +35wpm. 

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

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 related to the functions of the Police Department.
• Compiles a daily report of crime information collected. 
• Gathers information for and prepare Department of Justice monthly statistical report.
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with Police Department policies and procedures and correct English usage, including grammar, punctuation, and spelling.
• 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, including State-wide California Justice Network.
• Breaks, sorts, and organizes citations and other police document 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 reports.
• Prepares case files for the District Attorney and for the courts.
• Prepares biweekly Police Department payroll and distributes payroll checks.
• Establishes and maintains office files. 
• Researches and compiles information from such files. 
• Compiles reports that may require mathematical computations. 
• Prepares files for storage and retrieve files from storage.
• Operates standard office equipment.
• Records section mail.
• Processing outgoing mail, maintaining an inventory of office supplies, and arranging for repair of equipment.
• 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. 
• Serves as escort during transport of female juveniles or infants. 
• Performs matron duties.
• Acts as Police Department receptionist and receives and screens visitors and telephone calls and takes messages and reports. 
• Receives payment for organizational unit’s or for incidental services. 
• Submits a variety of reports, 
• Prepares registrations for events that are in compliance with legal requirements. 
• Provides court testimony, as necessary.
• Performs a variety of other duties as assigned.

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.
• Correct use of oral and written English skills. 
• Basic filing and record keeping principles and practices.
• Operation of standard office equipment. 
• Court and District Attorney requirements for document submittal.

Skilled in:   

• Reading, and applying written procedures and policies. 
• Performing detailed work. 
• Compiling and preparing reports. 
• Operating standard office equipment. 
• Establishing and maintaining effective working relationships. 
• Communicating with the public. 

Ability to: 

• Communicate effectively orally and in writing
• Operate a PC and related software.
• Maintain effective working relationships with other people 
• Operate a keyboard with a tested speed of at least 35 words per minute.
• Read, understand, and apply established City policies, procedures, practices, and regulations.
• Learn various formats for investigative and incident reports.
• Interface with the public in a variety of circumstances. 

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. 
• College-level courses in business administration, criminology, law enforcement/administration of justice, behavioral science or related field, desirable.
• One (1) to two (2) years of experience in a clerical position in general office work, or records preparation with a law enforcement agency, or service as a reserve peace officer or police cadet with a police or sheriff department, or experience in technical or classified document preparation in an armed forces environment. 

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.