Police Records Clerk Jobs (NOW HIRING)

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under supervision (Police Records Clerk I) or general supervision (Police Records Clerk II), learn to perform a variety of office assistance and law enforcement support duties in the maintenance of Police Department records and reports; transcribe reports from tapes and recordings, making copies and routing to appropriate departments; to perform counter work with the public; to enter, maintain, and retrieve a variety of data; process warrants; perform general office support assignments; have good customer/citizen contact skills and use great diplomacy and tact in dealing with the public; and perform related work as required. DISTINGUISHING CHARACTERISTICS Police Records Clerk I This is the entry and first working level in the Police Records Clerk class series. Incumbents learn to maintain Police Department records and reports and may be required to work any one of the Police substations and Evidence Yard. The Police Records Clerk I performs many assignments in a training and learning capacity. When incumbents become familiar with the Police Department records systems and policies and demonstrates good sustained work performance, incumbents may be promoted to Police Records Clerk II. Police Records Clerk II This is the fully experienced working level in the Police Records Clerk class series. Incumbents maintain Police Department records and reports and may be required to work any one of the Police substations and Evidence Yard. The Police Records Clerk II is the senior level class in the series and is expected to perform their routine duties with more independence than Police Records Clerk I. REPORTS TO Police Records Supervisor, assigned Police Sergeant, or designee. CLASSIFICATIONS SUPERVISED This is not a supervisory classification.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Perform a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas and transcribe a variety of other work from tape, copy, or rough draft.
2. Enter, maintain, and retrieve data, reports, and information into and from a variety of computer systems; review documents for accuracy of the cited codes and verify the proper recording of documents; review information requests; enter citation, report, arrest register, and disposition data into the appropriate data base and/or information system and keep arrest registers and dispositions; and perform National Crime Information Center (NCIC) validation.
3. Contact appropriate law enforcement agencies pertaining to warrants, disposition of charges, and extradition of prisoners.
4. Print booking slips, registrations, warrant entries, and criminal history using the California Law Enforcement Telecommunications Systems (CLETS).
5. Perform record and warrant checks; run arrestees and suspects for warrants, driving records, and criminal history; and logs and process served warrants and verify warrant status for outside agencies.
6. Serve as a receptionist, providing public information regarding departmental procedures and practices, selling reports, and bike licenses; handle mail and telephone requests for reports; provide information and directions to the public regarding the completion of complaint filing; and photocopy and distribute crime, incident, arrest, and accident reports to the general public and various agencies and organizations.
7. Collect fees, including checks and cash for reports; calculate payment needed for purchasing reports; and balance the cash drawer and prepare and issue receipts.
8. Process all subpoenas received by the Police Department; assist officers with reports for court; pull case files for police personnel for court and investigations; and from dictation type case files when requested by fax or mail requests.
9. Process fax requests for the District Attorney's Office and print out activity logs and determine files to pull.
10. Perform administrative and office support functions; fax materials to other agencies; maintain accurate records; receive packages and open and distribute mail; and distribute citations/reports to other law enforcement agencies.
11. Provide information and respond to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; exercise basic responsibility in determining priority of responses and transferring emergency calls to other agencies, as warranted; and take and provide phone messages.
12. Serve as primary office support and receptionist at a Substation, as needed.
13. Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Proper English usage, spelling, grammar, and punctuation. Proper telephone etiquette, techniques and procedures. Law enforcement records management principles, procedures, techniques, and equipment. Basic police terminology. Public and agency desk procedures and methods for providing services and information including those related to collecting, maintaining, and releasing information, files, and documents. Pertinent Federal, State, and local laws, codes, and regulations and department rules, policies, and procedures. Excellent customer/citizen contact skills. Law enforcement information systems and procedures. Principles and procedures of record keeping and filing. Mathematical principles. Basic principles of business letter writing and basic report preparation. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Ability to: Learn and understand the operating policies, procedures, and functions of the City, Merced Police Department, and of outside agencies as necessary to assume assigned responsibilities. Learn and understand the laws, codes, acts, and regulations related to police records and reports. Perform a variety of law enforcement office support and clerical duties and activities of a general and specialized nature for the Police Department. Compile, maintain, process, and prepare a variety of records and reports and perform record searches quickly and accurately. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Exercise good judgment in maintaining critical and sensitive information, records, and reports. Read, understand, and review documents for accuracy and relevant information. Use applicable office terminology, forms, documents, and procedures in the course of the work. Understand and follow oral and written directions. Plan and organize work to meet changing priorities and deadlines. Read, analyze, and interpret laws, codes, rules, and regulations. Evaluate situations and respond appropriately. Deal tactfully and courteously with the public and other staff. Type and enter data accurately at a speed necessary for successful job performance. Climb ladders in storage to pull necessary files. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Police Records Clerk I Education/Training: Equivalent to the completion of the twelfth grade. Experience: Some experience performing responsible clerical work in a position having substantial public contact is desirable. License or Certificate: Possession of an appropriate California Driver License. Typing certificate at time of application. Special Requirements: Type at a rate of 40 words per minute.

Police Records Clerk II Education/Training: Equivalent to the completion of the twelfth grade. Experience: Two years of experience performing responsible clerical work in a position having substantial public contact comparable to a Police Records Clerk I with the City of Merced. License or Certificate: Possession of an appropriate California Driver License. Typing certificate at time of application. Special Requirements: Type at a rate of net 40 words per minute.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment: Work is performed in an office; continuous contact with other staff and the public. Physical: Sit for extended periods; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 pounds; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computers, typewriters, dictaphones, transcribers, telephones, calculators, copiers, and FAX equipment.

Health and Welfare Benefits Up to $846.67 per pay period towards the following benefits: Medical – Choice of Anthem Blue Cross plans Dental – Choice of Delta Dental plans Vision – Choice of VSP vision plans Life – Pays amount equal to one year's salary up to $50,000 Disability – Choice of Long Term Disability coverage Vacation Years 1-5 earn vacation at rate of 3.696 hours per pay period up to maximum of 192 hours Years 6-9 earn vacation at rate of 4.616 hours per pay period up to maximum of 240 hours Years 10-15 earn vacation at rate of 6.160 hours per pay period up to maximum of 320 hours Years 16-20 earn vacation at rate of 6.928 hours per pay period up to maximum of 360 Years