Police Records Specialist
Davis, CA Davis, CA Full-time Full-time $44,970 - $54,642 a year $44,970 - $54,642 a year 20 hours ago 20 hours ago 20 hours ago Description City of Davis DEFINITION Under general direction, processes, maintains, and updates police records and reports; responds to requests for information; copies and releases police records in compliance with Department and mandated rules and regulations; researches reports and provides requested information to law enforcement personnel, government agencies, and the public; and performs related or other work as required or assigned.
SUPERVISION RECEIVED AND EXERCISED Receives general direction from superior personnel as reflected in the Department organizational chart.
Exercises technical and functional direction over and provides training to less experienced staff.
Exercises no direct supervision over staff.
CLASS CHARACTERISTICS This journey-level classification is responsible for independently performing para-professional administrative duties in support of Departmental operations.
Positions at this level exercise judgment and initiative in their assigned tasks, 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 classification is distinguished from the Police Records Supervisor in that the latter is the full supervisory-level classification in the series responsible for organizing, assigning, supervising, and reviewing the work of personnel.
Examples of Duties EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) The Davis Police Department is accredited by the California Commission on Peace Officer Standards and Training (POST).
POST may, from time to time, amend the regulations and standards or adopt new standards relating to the accreditation program.
Answers phone calls from the public and other agencies; assesses the priority of each call; transfers emergency and service calls to Police Dispatch staff if necessary; enters calls into the records management system; directs calls to appropriate personnel; assists callers with concerns, questions, and transactions; provides a variety of information to callers regarding services, permits, clearance letters, parking permits, vehicle releases, release of records, dog licenses, and a variety of Department programs.
Assists the public at the front counter and directs the public to appropriate locations and personnel; represents the City to all callers and visitors in a professional and customer friendly manner.
Receives, opens, and distributes mail to individuals within the Police Department; checks and replies to e-mails via the Police Department website.
Copies and releases requested reports in compliance with established Department and mandated rules and regulations; collects appropriate fees.
Processes, distributes, and files arrest, crime, disposition, and other reports/documents; processes permit applications; collects fees, sets up files, and enters information into computer systems.
Collects and scans served subpoenas into database systems; forwards to District Attorney's Office; receives, date stamps, copies, and routes new subpoenas received from the District Attorney's office to Police personnel.
Processes citations; checks citations for errors; scans, enters, and uploads citations into database systems; routes citations to appropriate agencies.
Reviews incoming warrants for errors and routes or enters information into the computer systems accordingly.
Runs driver's license and criminal history checks; sends results to the District Attorney's Office with cases for suspects and suspects arrested; runs name checks and warrant checks for officers and other agencies.
Researches, maintains, and logs a variety of documents, statistics, and information; reviews crime and arrest reports and other documents and records appropriate information.
Enters and receives information from California Law Enforcement Telecommunications System (CLETS) in strict compliance with applicable rules, regulations, and procedures.
Accepts payments for parking citations and City required event permits at the front counter; enters permit data, routes to the approving officer, notifies the applicant of the approval, and notifies necessary agencies of the upcoming event.
Counts, arranges, prepares, and balances bank deposits including cash, checks, and credit card receipts; notes details of each deposit on all paperwork directly associated and retains related records.
Distributes, files, purges, and destroys criminal history information using guidelines set by the Department of Justice and the Police Department.
Performs Live Scan duties.
Performs general clerical duties related to assigned functional area of the Police Department.
Performs other duties as assigned.
Typical Qualifications QUALIFICATIONS Knowledge of:
Operations and services of a comprehensive police records management program.
City and Department programs, goals, policies, and procedures.
Procedures, policies, codes, rules, and regulations pertaining to the proper processing, approval, maintenance, and release of police records and documents.
Methods and techniques of preparing and processing various records, reports, forms, permits, licenses and other documents.
Police terminology and law enforcement codes.
Operational characteristics of law enforcement databases and software.
Principles, practices, methods, and techniques of records management, including records disbursement procedures.
Applicable federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Rules with respect to the retention, sealing and destruction of records.
Principles and practices of data collection and report generation.
Research and reporting methods, techniques, and procedures.
Principles and practices of business correspondence and report writing.
Principles and procedures of record keeping and filing systems.
Business arithmetic Methods of cash/payment handling and preparing bank deposits.
City and Department safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Perform routine clerical work including the maintenance of appropriate records, files, and databases.
Prepare clear and concise correspondence and reports from brief instructions.
Multi-task by listening, speaking and performing computer tasks simultaneously.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Calculate figures and perform standard mathematical functions.
Understand, interpret, explain, and apply all pertinent laws, codes, regulations, policies procedures, programs, and standards relevant to work performed.
Learn and strictly follow the regulations, procedures, and policies related to the maintenance, release, and processing of police records and related information.
Handle sensitive and confidential information.
Deal with difficult people and de-escalate stressful situations.
Learn and apply the proper procedures, rules, and regulations for entering and retrieving information from the California Law Enforcement Telecommunications System (CLETS).
Observe, identify, and problem solve office operations and procedures.
Independently organize own work, set priorities, meet critical time deadlines, and follow-up on assignments.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Meet and maintain all OSHA, legislatively required, and Department required training mandates.
Ability to pass a police background investigation prior to employment and remain eligible to access confidential police records systems Supplemental Information Licenses and Certifications:
Possession of a valid California Driver's License, to be maintained throughout employment.
Possession of, or successful acquisition within 12 months from date of appointment, a valid CLETS Operator Certification, to be maintained throughout employment.
Incentives and Special Assignment Pays:
Education pays:
2.
5% for a Bachelor's Degree 3% for POST Dispatcher Intermediate Certificate or 6% for POST Dispatcher Advanced Certificate 2.
5% for POST Tactical Communications Dispatcher Certificate Up to 5% for POST Hostage/Crisis Certificate $150 per month for Bilingual Certification Longevity Pay:
2.
5% after 10 years of service with City of Davis combined with Public Safety Dispatcher service with any other law enforcement agency or agencies AND Additional 2.
5% after 20 years of service with City of Davis combined with Public Safety Dispatcher with any other law enforcement agency or agencies Shift Differential Pay:
2.
5% for swing shift OR 5% for night shift Vacation Leave:
120-224 hours per year (based on years of service with the City of Davis combined with Public Safety Dispatcher service with any other law enforcement agency or agencies Holiday Leave 116 hours in lieu per year (time added to vacation leave) Sick Leave:
96 hours per year Wellness Time 2 hours paid time/week Comp Time:
Dispatchers may accrue up to 120 hours of Compensatory Time Off Retirement:
Classic PERS Members PERS 2.
5% @ 55 PEPRA Members PERS 2% @ 62 Retiree Medical Plan - The City shall contribute to eligible retirees an amount equal to the Medicare Supplemented/Managed Medicare monthly rate based on the CalPERS Kaiser Bay Area rate for employee plus one (1) dependent based on status.
For full MOU:
DPOA MOU (Download PDF reader).
Estimated Salary: $20 to $28 per hour based on qualifications.
SUPERVISION RECEIVED AND EXERCISED Receives general direction from superior personnel as reflected in the Department organizational chart.
Exercises technical and functional direction over and provides training to less experienced staff.
Exercises no direct supervision over staff.
CLASS CHARACTERISTICS This journey-level classification is responsible for independently performing para-professional administrative duties in support of Departmental operations.
Positions at this level exercise judgment and initiative in their assigned tasks, 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 classification is distinguished from the Police Records Supervisor in that the latter is the full supervisory-level classification in the series responsible for organizing, assigning, supervising, and reviewing the work of personnel.
Examples of Duties EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) The Davis Police Department is accredited by the California Commission on Peace Officer Standards and Training (POST).
POST may, from time to time, amend the regulations and standards or adopt new standards relating to the accreditation program.
Answers phone calls from the public and other agencies; assesses the priority of each call; transfers emergency and service calls to Police Dispatch staff if necessary; enters calls into the records management system; directs calls to appropriate personnel; assists callers with concerns, questions, and transactions; provides a variety of information to callers regarding services, permits, clearance letters, parking permits, vehicle releases, release of records, dog licenses, and a variety of Department programs.
Assists the public at the front counter and directs the public to appropriate locations and personnel; represents the City to all callers and visitors in a professional and customer friendly manner.
Receives, opens, and distributes mail to individuals within the Police Department; checks and replies to e-mails via the Police Department website.
Copies and releases requested reports in compliance with established Department and mandated rules and regulations; collects appropriate fees.
Processes, distributes, and files arrest, crime, disposition, and other reports/documents; processes permit applications; collects fees, sets up files, and enters information into computer systems.
Collects and scans served subpoenas into database systems; forwards to District Attorney's Office; receives, date stamps, copies, and routes new subpoenas received from the District Attorney's office to Police personnel.
Processes citations; checks citations for errors; scans, enters, and uploads citations into database systems; routes citations to appropriate agencies.
Reviews incoming warrants for errors and routes or enters information into the computer systems accordingly.
Runs driver's license and criminal history checks; sends results to the District Attorney's Office with cases for suspects and suspects arrested; runs name checks and warrant checks for officers and other agencies.
Researches, maintains, and logs a variety of documents, statistics, and information; reviews crime and arrest reports and other documents and records appropriate information.
Enters and receives information from California Law Enforcement Telecommunications System (CLETS) in strict compliance with applicable rules, regulations, and procedures.
Accepts payments for parking citations and City required event permits at the front counter; enters permit data, routes to the approving officer, notifies the applicant of the approval, and notifies necessary agencies of the upcoming event.
Counts, arranges, prepares, and balances bank deposits including cash, checks, and credit card receipts; notes details of each deposit on all paperwork directly associated and retains related records.
Distributes, files, purges, and destroys criminal history information using guidelines set by the Department of Justice and the Police Department.
Performs Live Scan duties.
Performs general clerical duties related to assigned functional area of the Police Department.
Performs other duties as assigned.
Typical Qualifications QUALIFICATIONS Knowledge of:
Operations and services of a comprehensive police records management program.
City and Department programs, goals, policies, and procedures.
Procedures, policies, codes, rules, and regulations pertaining to the proper processing, approval, maintenance, and release of police records and documents.
Methods and techniques of preparing and processing various records, reports, forms, permits, licenses and other documents.
Police terminology and law enforcement codes.
Operational characteristics of law enforcement databases and software.
Principles, practices, methods, and techniques of records management, including records disbursement procedures.
Applicable federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Rules with respect to the retention, sealing and destruction of records.
Principles and practices of data collection and report generation.
Research and reporting methods, techniques, and procedures.
Principles and practices of business correspondence and report writing.
Principles and procedures of record keeping and filing systems.
Business arithmetic Methods of cash/payment handling and preparing bank deposits.
City and Department safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Perform routine clerical work including the maintenance of appropriate records, files, and databases.
Prepare clear and concise correspondence and reports from brief instructions.
Multi-task by listening, speaking and performing computer tasks simultaneously.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Calculate figures and perform standard mathematical functions.
Understand, interpret, explain, and apply all pertinent laws, codes, regulations, policies procedures, programs, and standards relevant to work performed.
Learn and strictly follow the regulations, procedures, and policies related to the maintenance, release, and processing of police records and related information.
Handle sensitive and confidential information.
Deal with difficult people and de-escalate stressful situations.
Learn and apply the proper procedures, rules, and regulations for entering and retrieving information from the California Law Enforcement Telecommunications System (CLETS).
Observe, identify, and problem solve office operations and procedures.
Independently organize own work, set priorities, meet critical time deadlines, and follow-up on assignments.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Meet and maintain all OSHA, legislatively required, and Department required training mandates.
Ability to pass a police background investigation prior to employment and remain eligible to access confidential police records systems Supplemental Information Licenses and Certifications:
Possession of a valid California Driver's License, to be maintained throughout employment.
Possession of, or successful acquisition within 12 months from date of appointment, a valid CLETS Operator Certification, to be maintained throughout employment.
Incentives and Special Assignment Pays:
Education pays:
2.
5% for a Bachelor's Degree 3% for POST Dispatcher Intermediate Certificate or 6% for POST Dispatcher Advanced Certificate 2.
5% for POST Tactical Communications Dispatcher Certificate Up to 5% for POST Hostage/Crisis Certificate $150 per month for Bilingual Certification Longevity Pay:
2.
5% after 10 years of service with City of Davis combined with Public Safety Dispatcher service with any other law enforcement agency or agencies AND Additional 2.
5% after 20 years of service with City of Davis combined with Public Safety Dispatcher with any other law enforcement agency or agencies Shift Differential Pay:
2.
5% for swing shift OR 5% for night shift Vacation Leave:
120-224 hours per year (based on years of service with the City of Davis combined with Public Safety Dispatcher service with any other law enforcement agency or agencies Holiday Leave 116 hours in lieu per year (time added to vacation leave) Sick Leave:
96 hours per year Wellness Time 2 hours paid time/week Comp Time:
Dispatchers may accrue up to 120 hours of Compensatory Time Off Retirement:
Classic PERS Members PERS 2.
5% @ 55 PEPRA Members PERS 2% @ 62 Retiree Medical Plan - The City shall contribute to eligible retirees an amount equal to the Medicare Supplemented/Managed Medicare monthly rate based on the CalPERS Kaiser Bay Area rate for employee plus one (1) dependent based on status.
For full MOU:
DPOA MOU (Download PDF reader).
Estimated Salary: $20 to $28 per hour based on qualifications.
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