ABOUT APD
The Police Department is currently authorized a staff of 88 officers and 36 professional full time personnel and is responsible for protecting the City’s residents, property owners and businesses. The department fosters a problem-solving, community policing philosophy and works collaboratively with policymakers, the City Manager’s Office, and the community to address problems of crime and property damage.

Under the leadership of Chief Nishant Joshi, the Alameda Police Department is organized into the Bureau of Field Services and the Bureau of Support Services. Field Services include the Patrol Division and Traffic Division; Support Services include the Investigative, Technical, and Administrative services. 

ABOUT THE POSITION
Under general supervision, the Police Records Specialistperforms a wide variety of specialized and complex clerical duties including handling of Police records and supports law enforcement functions and programs. Duties include maintaining, filing, and processing various records and files of sensitive nature (citation, warrants, lab work, etc.); reconciliation of cash and credit charges; office management and clerical functions, such as filing, typing and proofreading. Performs other duties related to law enforcement as required.In addition to meeting the establish guidelines for the position, the ideal candidatewill be a technical professional in the fields of clerical and/or office support, will have prior experience working in a policy department or with law enforcement, and is familiar with public safety record keeping, organization, and applicable laws, regulations, and polices.

• Four day, 36 hour work week (Monday through Thursday)
• 2.5% Cost-of-Living-Adjustment (COLA) effective July 2024
• CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.75% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Holidays: 11 City Holidays and 5.5 floating Holidays.
• Sick Leave: 90 hours per year; unused sick leave is converted to service credit at retirement.

This is a single-class located in the Police Department, Records Division. This class is distinguished from other clerical classes in the knowledge of statutes governing confidentiality of police records and law enforcement information systems and the liability involved. This class receives general supervision from an assigned supervisor and may provide technical/functional supervision over less experienced staff.

1. Maintains records and files of; citations, warrants, arrests, criminal cases, online police reports, towed and abandoned vehicles, and related police records; scans, indexes, and verifies records for digital imaging; process vehicle and tow releases; prepares reports for charging.
2. Reviews police reports and other police related documents for errors, inconsistencies, inaccuracies, or omissions and ensures appropriate corrections are made.
3. Determines authority of requestor and redacts and releases information in accordance with the California Public Records Act and other rules and regulations as applies.
4. Receives warrants from court, reviews information for accuracy, process warrant information including sending notifications, maintains Warrants Log in lineup room, confirms and verifies warrant information with other law enforcement agencies.
5. Receives and processes subpoenas received from court or attorneys in accordance with State law and department policy; acts as liaison between officers and court.
6. Seals and purges adult and juvenile records in compliance with court orders, state statutes, and internal policies.
7. Receives requests for background clearance letters and arrest summaries; processes and performs background checks.
8. Retrieves results of laboratory analysis (i.e. blood, urine) and releases results to DMV or District Attorney’s office in accordance with law enforcement regulations.
9. Staffs the records counter at the Police Department and assists the public, law enforcement officers and others; receives payment at the records counter and issues receipts; receives non-emergency calls from citizens; distributes mail.
10. Reconciles cash, checks, and credit card charges received against receipts issued, prepares deposit slips and delivers deposits to Finance Department.
11. Receives and processes parking and traffic citations
12. Prepares and maintains False Alarm Spreadsheet and delivers to Finance Department
13. Attends to a variety of office clerical work such as ordering supplies, arranging for the repair of equipment, transmitting information, keeping reference materials up to date; provides clerical support for assigned taskforce, division/unit or special project as needed.
14. Types correspondence, reports, forms and other police documents; proofread and check typed and other materials for accuracy and completeness, and correct English usage, including grammar, punctuation and spelling.
15. Trains new staff and cross trains colleagues in different subject areas; creates, updates and edits procedure manuals.
16. Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service; and performs related duties as assigned.
17. Other duties as assigned.

Possession of the employment standards does not assure advancement to the Examination or placement on the Eligible List. This is a competitive examination where a candidate’s performance in the Examination will be judged in comparison with the core competencies required of the job. To be considered, applications should possess the combination of education and experience necessary to provide the required knowledge and abilities for the position. A typical way to obtain the knowledge and abilities would be: 
Education/ExperienceAny combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
  
Knowledge
Knowledge of applicable laws, rules, regulations and administrative orders relating to the maintenance and release of police records; police dispatching codes and terminology; the general criminal justice system and its basic proceedings; office practices and procedures including filing, indexing, and cross-referencing methods; operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; business letter writing and report preparation; various document formats and presentations; basic record keeping principles and procedures; database principles and applications; basic business arithmetic.
Ability
Ability to perform routine and detailed clerical work with speed and accuracy , including filing, organizing and maintaining office records and files; sit at a desk or stand at a counter for long periods of time; effectively operate modern office equipment including computers, word and data processing software; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry light to moderately heavy items; review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; recognize and correct input errors; maintain the confidentiality of information as prescribed by law; organize, prioritize and coordinate work activities; work independently and effectively with others in a team environment; exercise initiative and sound judgment; multi-task; type at a speed necessary for successful job performance; make accurate arithmetic calculations; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several activities; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with the general public.
 
Other Requirements
Must successfully complete a Police Department background investigation and evaluation, including a criminal history investigation. Selected positions in the Police Department hired after 1-1-92 may be required to work rotating or irregular shift, including nights, weekends and/or extended hours.
 
Possession of a valid California Driver's License and satisfactory driving record at the time of appointment is required as a condition of initial and continued employment only if the operation of a vehicle, rather than the employee's ability to get to/from various work locations in a timely manner, is necessary to perform the essential functions of the position.
Background Process
All finalists for the position will be required to undergo a thorough background check process which may include a criminal history check, submission of a personal history statement/questionnaire, and credit check. Alameda Police Department has a strict zero tolerance drug use policy. 
Selection Process

The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required the U.S. Citizenship and Immigration Services.

E-VERIFY: The City of Alameda utilizes the Federal government's E-Verify program and new employees must provide documentation to establish both identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.In compliance with local, state and federal laws and regulations, the City of Alameda will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications, otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Human Resources Department | 1-510-747-4900 | hr@alamedaca.gov | 2263 Santa Clara Avenue, Rm. 290, Alameda, 94501. Requests can be made via email, phone, or in writing via U.S. mail.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.