About the job Police Records Clerk II (COH)
Description
DEFINITION
To perform a variety of responsible clerical work involving the processing and maintenance of departmental reports, records, and files.
DISTINGUISHING CHARACTERISTICS
Police Records Clerk I is the entry level class in this series and performs the more routine tasks and duties assigned to the series. Incumbents work under immediate supervision while learning job tasks and are not required to perform with the same independence of judgment related to established procedures and guidelines as are positions allocated to Police Records Clerk II. Police Records Clerk II is the full journey level class and incumbents are assigned the full range of Police Records Clerk duties and receive general supervision with instruction or assistance provided as new or unusual situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the I level. Duties in both classes require incumbents to work shifts, weekends, and holidays.
SUPERVISION RECEIVED
Police Records Clerk I receives immediate supervision, and Police Records Clerk II receives general supervision from sworn and professional supervisory personnel, and may receive technical and functional supervision from a Records Supervisor.
SUPERVISION EXERCISED
May provide technical supervision of less experienced staff.
Essential Duties
Performs record keeping, data entry, filing, indexing, copying and other general clerical work with police records, reports and data.
Processes statements, reports, letters, citations, subpoenas, petitions, civil and criminal complaints and other material including the transcription of digital recordings.
Assists the public and other agencies at the counter and by phone responding to requests for
information, accepting fees, processing vehicle release forms and making copies of relevant
documents.
Processes, maintains and clears warrants and routes citations to appropriate courts or departments.
Processes claims for payment and bail bonds; manages cash register transactions.
Compiles and inputs police statistics and checks output for accuracy.
Sends and receives electronic messages with State and Federal Departments of Justice.
Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, multi-line telephones; and other department-specific equipment.
Receives, sorts and distributes incoming and outgoing mail
Performs related duties as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Police Records Clerk I
Knowledge of:
Office methods and procedures, telephone and administrative skills.
English usage, spelling, punctuation and grammar.
Practices of computer data entry.
Ability to:
Learn pertinent codes, public record regulations and penal code sections.
Learn the criteria in answering incoming phone calls to be able to determine an emergency or non-emergency.
Learn to operate the computerized records systems, applications related to the work, and operate e modern office equipment including computer and handheld equipment.
Work in a challenging environment while exercising good judgment, and make sound decisions in emergency situations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective work relationships with those contacted in the course of work; interface effectively with members of the public under adverse circumstances.
Learn how to use job related software applications and programs utilized by the department.
Understand and follow both oral and written instructions.
Establish and maintain effective working relationships with those contacted in the course of work.
Police Records Clerk II
In addition to the qualifications of the Police Records Clerk I:
Knowledge of:
Operations and procedures of a law enforcement office.
Recordkeeping principles and procedures.
Pertinent codes, public record acts and penal code sections.
Ability to:
Respond to moderately complex requests for information.
Minimum Qualifications
EXPERIENCE AND TRAINING
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Police Records Clerk I
Education:
Equivalent to the completion of the twelfth grade.
Experience:
One (1) year of experience performing general clerical tasks including operating modern office equipment and public
Police Records Clerk II
Education: Equivalent to the completion of the twelfth grade.
Experience: Two (2) years performing duties similar to a Police Records Clerk I in the City of Hayward.
Supplemental Information
PROBATIONARY PERIOD: One (1) Year
Other Requirements
SPECIAL REQUIREMENTS
Essential duties require the mental and/or physical abilities and work environment: work in a standard office environment and use standard office equipment and current software; grasp and perform repetitive hand movements and fine coordination to prepare documents and data using a computer keyboard and mouse/trackball, laptop, and/or tablet; sit for prolonged periods of time; stand, walk, crouch, reach, twist, turn, kneel, bend, squat, stoop, climb, and safely lift and move equipment and materials weighing up to 35 pounds; converse by telephone, by email, in person, and before small and large groups, and be clearly understood; read and comprehend legal, technical and complex documents; interact with the public and all different levels of City staff in an effective and professional manner. Essential functions must be performed with or without reasonable accommodation.