What are the responsibilities and job description for the Records Specialist I/II position at Employer City of Redlands?
Description
Under supervision performs responsible, specialized clerical and computer data entry work in the preparation and maintenance of sensitive and confidential police records. Provides exceptional customer service to internal and external customers via phone or in person in a fast paced administrative environment.
Distinguishing Characteristics:
Records Specialist I:
This is the entry level in the class series. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and must adhere to the established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.
Records Specialist II:
This is the full journey level in the class series. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level 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. May exercise technical and functional supervision over lower level staff. Positions in this class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring three years of experience, successful performance, budget availability, and management recommendation. When filled from the outside, the employee is required to have prior related experience which allows the employee to meet the qualification standards for the II level.
Examples of Duties
Examples of duties may include, but are not limited to, the following:
- Performs a wide variety of clerical work including typing, proofreading, filing, coding, checking, and recording information on records;
- Answers telephones and relays messages;
- Receives, responds to, and refers inquiries and complaints;
- Types and processes criminal complaints, citations, warrants, police reports, and other related materials;
- Inputs and receives law enforcement and general administrative records and information;
- Codes and tabulates statistical data and other activity summaries;
- Compiles statistical crime reports for submission to Department of Justice, FBI, and other agencies;
- Assists in searching, handling, processing, and transporting female offenders and suspects;
- Processes Livescan fingerprints;
- Collects monies of public requests for reports and services;
- Assists Dispatch by entering service calls at the counter and by phone;
- Observes, monitors and assists the public at the counter; and
- Performs related duties and responsibilities as assigned.
Qualifications
Records Specialist I:
- Two years of general office clerical work experience;
- Law enforcement clerical work experience desirable.
- Three years of general office clerical work experience in law enforcement;
Records Specialist I/II:
- High school diploma or equivalent.
Records Specialist I:
- Possession of, or ability to obtain, within six (6) months, CLETS certification.
- Possession of CLETS certification.
- Possess and maintain an appropriate, valid driver's license. Possession of a California driver's license is required upon appointment.
- Ability to work in a standard office environment; ability to travel to different sites and locations;
- Regularly required to talk or hear, sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
- Occasionally required to climb or balance; and stoop, kneel, crouch or crawl.
- The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Supplemental Information
Interviews expected to take place on 04/01/2025
Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position.
Employment application must be completed and submitted online. Applicants must list current and past work experience. Do not indicate “See Resume”.
Proof of education such as, but not limited to, university/college transcripts and degrees must be submitted online with your application. Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.
The following documents are required for this position:
1. Proof of a CLETS Certificate, if applicable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the application deadline.
Failure to provide all required documents will result in elimination from the selection process.
Please note, the City of Redlands’ preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which may include a drug/alcohol screening depending upon job classification). The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
For questions regarding this recruitment, please contact Julie Maher at jmaher@cityofredlands.org
- Medical Insurance – City pays premium of $800 up to $2,100 p/mo for employees and eligible dependents depending upon coverage level
- Dental Insurance – City pays monthly premium for employees and eligible dependents; 2 plans
- Vision Reimbursement – up to $300 per year
- Life Insurance - $25,000
- Accidental Death & Dismemberment - $25,000
- Public Employees Retirement System (PERS)
- The City participates in Social Security
- Vacation Leave – 80 hours accrued in first year
- Sick Leave – 96 hours annually
- Clothing or Uniform allowance depending upon position
- City contribution to a 401(a) plan $870 or $1560 per year depending upon assignment
- 14 paid holidays
- Credit Union
- Employee Assistance Program
- Tuition Reimbursement for job related courses
- Public Employees Retirement System (PERS) – 2% @ 55 for employees who are considered a "classic" member of Cal PERS or a current member of another California public retirement system who is hired on or after January 1, 2013;
- Public Employees Retirement System (PERS) – 2% @ 62 for an employee who becomes a "new" member of Cal PERS for the first time on or after January 1, 2013 (and who was not a member of another California public retirement system prior to that date.)
Salary : $870 - $1,560
