Records Clerk (Police Department)

Candidates should hold April 30, 2025, as a potential interview date.
Applications will be considered on a rolling basis; early submission is recommended. 
Position eligible for 3.5% cost-of-living adjustment (COLA) on July 4, 2025, per negotiated POA Memorandum of Understanding.

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. 


SUPERVISION RECEIVED AND EXERCISED:

1. Performs a variety of customer services functions applicable to Police records release and maintenance, including receiving, responding to, and entering requests for police reports.
2. Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required.
3. Enters a variety of data and reporting into complex departmental and State computer application systems with a high degree of accuracy.
4. Assembles and compiles information for a variety of departmental, State mandated and statistical reports, including verifying accuracy and completion of reports and maintaining files.
5. Provides general information regarding department policies, procedures, and regulations, including responding appropriately to requests for information, and requests for service in person and by telephone, and coordinating work with other City departments.
6. Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls, preparing court packages and processing restraining orders; sorts, files, copies, and distributes a variety of documents within the specific area of assignment as appropriate within legal and Police Department standards.
7. Operate office equipment including computer and supporting word processing applications, photocopier, fax machine, word processor and shredder.
8. Participate in training exercises and classes as directed.
9. Perform related duties and responsibilities as required by the Police Chief, Police Commander, Police Sergeant, or Senior Police Officer to meet the needs of the Police Department and the community.
10. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
11. Responsible for self-compliance with regulations, policies and procedures.
12. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically defined or described in the Police Department regulations, policies, procedures, and job description.
13. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty, and observance of proper personal discipline in accordance with Police Department standards. 
14. Process citations, arrest reports and monthly state and City reports as required or directed.
15. Respond to inquiries from employees, outside agencies and the general public regarding information contained in police reports as appropriate within legal and Police Department standards.
16. Receive and maintain financial accountability for money received for a wide variety of Police Department services.
17. Act as the front counter clerk providing customer service in accordance with Department policies and procedures. 
18. Assemble and compile information regarding department policies, procedures, and regulation, including responding appropriately to request for information and requests for service in person and by telephone and coordinating work with other City departments.
19. Perform other duties as assigned.
20. Respond and perform assigned duties in the event of a City declared emergency.

Knowledge of: 

• Methods and techniques of effective customer service on the telephone and in person.
• Methods and techniques of effective conflict resolution.
• Principles and procedures of record keeping and data retrieval.
• Relevant laws, rules and regulations governing the release of information contained in police reports.
• Modern office procedures, methods and equipment including computers and supporting word processing applications.
• Basic verbal and written English language and grammar to be able to reasonably communicate information with the public and/or complete relevant written documentation required by job activities.
• Relevant federal, state and local laws, codes and regulations.

Ability to:

• Speak clearly and calmly over the telephone under normal and stressful conditions.
• Remain calm under stressful conditions.
• Interact effectively with a wide variety of persons under stressful, hostile, and antagonistic conditions.
• Determine information to be released to the public as appropriate within legal and Police Department standards.
• Maintain accurate records, logs and files.
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
• Respond to requests and inquiries from the public with correct and appropriate information.
• Work independently in the absence of direct supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Experience:
Two (2) years of increasingly responsible clerical experience.

Training:
Equivalent to the completion of the twelfth (12th) grade.

License or Certificate:

• Possession of, or ability to obtain, and maintain a valid California driver's license.
• Possession of, or ability to obtain, a valid California Peace Officer Standards and Training (POST) Commission Records Clerk certificate within one year of employment.

WORKING CONDITIONS:
Environmental Conditions:
Office and Police Department environment; exposure to computer screens; potentially hostile or dangerous environments and stressful situations.

Physical Conditions:

Salary : $56,443 - $68,607