Police Records Specialist

Police Records Specialist

The City of Tustin Police Department is currently seeking applicants for Police Records Specialist. To be considered, a city application, supplemental questionnaire, and a typing certification (40 net words per minute) must be submitted. The Tustin Police Department is committed to serving the community in meaningful ways and enjoys a reputation for professional excellence. The TPD strives to maintain the highest standard of professional ethics and personal integrity and remains dedicated to achieving excellence in performance throughout the organization and in the community through the quality of its personnel. It continues to be the TPD's mission to have employees who are ethical, dedicated and loyal to the department and the profession. If you desire a career in public service, are a motivated self-starter, and are willing to be a part of a creative problem solving team, apply to join the TPD as a Police Records Specialist.

The Police Records Specialist is a journey level civilian classification assigned to perform a variety of administrative and clerical support duties in the Police Department. An employee in this classification prepares, processes, and retrieves police records, data and reports while observing and enforcing strict security regulations and procedures; answers questions and provides information and assistance to police staff, law enforcement agencies, and the general public; and provides general clerical assistance to department personnel. In contrast with general office support classifications, the Police Records Specialist requires thorough knowledge of laws, codes, and regulations governing the maintenance and release of confidential and sensitive police records and information. Though prior law enforcement experience is not required at time of entry into the classification, the employee is expected to perform the full range of duties at the conclusion of the probationary period, which includes extensive departmental training.

The selection process for this position contains a series components; each component must be passed in order to continue to the next phase. First, application materials will be carefully reviewed to identify candidates who meet the minimum qualifications for the position. Those who meet the minimum qualifications for the position will be invited to participate in a written examination. Those who pass the written examination, and who are determined to be best qualified, will be invited to a panel interview. Those who pass the panel interview will earn placement on an eligibility list from which hires may be made. Candidates who are selected to move forward must pass each of the remaining steps : background investigation and polygraph examination, an interview with the Police Chief (or his designee), and a medical examination and drug screen upon conditional offer of employment. The duration of the selection process typically lasts 6-9 months. Applicants will receive written notification of their current status in the selection process via e-mail.

Duties may include, but are not limited to, the following :

• Processes, maintains, and updates a variety of departmental files, records, and databases on warrants, citations, arrests, criminal cases, investigations, employee training records, employee performance evaluations, and related police data; operates electronic records management system, California Law Enforcement Telecommunication System (CLETS) and National Crime Information Center (NCIC) law enforcement network systems, and / or standard business software to enter and retrieve crime data
• Electronically scans, indexes, and files accident, crime, and arrest reports, warrants, citations, and other police data; organizes records in alphabetical, numerical, chronological, or subject matter classification
• Researches, retrieves, compiles, and copies information from police records to assist police field personnel with ongoing investigations and operations; prepares records for court packages; performs background checks; processes requests for police reports, citations, and other information from the public and other law enforcement personnel
• Compiles, tabulates, and verifies information and statistical data pertaining to arrests, cases, and other departmental operations; prepares related statistical and summary reports for use by police personnel and the court system
• Completes, collects, organizes, and distributes forms, informational materials, and other paperwork for departmental staff, courts, and law enforcement agencies; checks forms, records, reports, and files for accuracy, completeness and conformance to departmental policies and procedures
• Types, completes, and distributes a variety of letters, memoranda, notifications, and general correspondence
• Assists the public and other law enforcement agencies at the counter and over the telephone; responds to questions, complaints, and requests; provides information regarding departmental procedures and regulations involving police records, criminal violations, and impounded vehicles; directs callers to appropriate parties as necessary
• Receives and tracks subpoenas received from the District Attorney's Office; coordinates officer court appearances
• Performs criminal booking processes by photographing and fingerprinting detainees using digital fingerprinting and photography equipment; fingerprints City job applicants to assist with the administrative screening process
• Sorts and distributes departmental mail; processes invoices for payment; assists with departmental payroll records
• Performs physical searches of female detainees (matron duties) as necessary
• Provides a variety of administrative support to departmental personnel; arranges meetings, coordinates travel arrangements, and takes phone messages

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes : Graduation from high school; and two (2) years of general clerical or records management experience.

Knowledge of : Principles and procedures of records management, including alphabetical, numerical, and chronological filing systems; Standard business software, including word processing, spreadsheet, database, and scanning programs; Proper English usage, spelling, grammar and punctuation; Federal, state and local laws, codes, and regulations governing the maintenance and release of police records and information

Skill to : Operate various types of standard office equipment including a personal computer and related software

Ability to : Plan, organize, supervise, assign, and evaluate the work of others; Interpret, explain, and apply pertinent federal, state and local laws, codes, ordinances, and regulations; Communicate clearly and concisely, orally and in writing; Understand and follow oral and written instructions; Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence; Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines; Establish and maintain courteous and effective working relationships with coworkers, management, government officials, the public, and others encountered in the course of the work; Type accurately at a speed of at least 40 net words per minute; Maintain confidentiality of sensitive information; Effectively handle multiple priorities, organize workload, and meet strict deadlines; Perform basic arithmetic computations with speed and accuracy; Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner

Licenses and / or Certificates : A valid California Law Enforcement Teletype Systems (CLETS) certificate is required within six (6) months of employment. Special Requirements : Satisfactory results from a background investigation, physical examination, and administrative screening. Required to work rotating shifts that are typically ten (10) or twelve and one-half (12 ) hours per day and which may include evenings, weekends, and holidays. Bilingual skills are highly desirable.

The City of Tustin offers a comprehensive compensation and benefit program that includes : FLEXIBLE BENEFIT PLAN The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2 is $2000 per month. The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans. RETIREMENT Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City. Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 7.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

DEFERRED COMPENSATION Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program. The City contracts with Nationwide Retirement Services. GENERAL LEAVE General Leave may be used for vacation and / or illness. Annual accrual amounts increase from 160 to 248 with years of service. HOLIDAYS The City has 13 paid holidays per calendar year. LIFE INSURANCE Full-Time employees receive a $100,000 life insurance policy. LONG-TERM DISABILITY The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident. UNIFORM ALLOWANCE The