Police Lead Records Clerk

City of Covina; Covina (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Covina is hiring a Police Lead Records Clerk to supervise Records Division activities, train staff, and ensure accurate handling of police records. The role requires leadership of clerical operations and confidentiality in daily duties.

Responsibilities include data entry into RMS/CLETS, managing records requests, and coordinating with internal and external agencies to maintain timely, accurate information.

Qualifications

• Requires three years of progressively responsible experience as a Police Records Clerk.
• Requires a high school diploma or equivalent.
• Knowledge of public records laws and confidentiality requirements.

Responsibilities

• Oversee day-to-day Records Division operations.
• Train, mentor, and evaluate assigned personnel.
• Enter and verify data in automated records systems.
• Process police reports, citations, and related documents.
• Interface with the public and other agencies at the front counter.

Skills

Records management

Data entry

Public records requests

Customer service

Education

High school diploma or equivalent

Tools

RMS (Records Management System)

CLETS

NIBRS/CIBRS

Job description

The City of Covina is accepting applications for Police Records Clerk.

The current vacancy is for one fulltime Police Records Clerk.

This recruitment will also be used to establish an Eligibility List, which will be used to fill both Full Time and Part Time positions as they become available.

DEFINITION:

Under general supervision, provides lead worker support and training over assigned personnel, performs a wide variety of law enforcement office support duties related to recording, maintaining, retrieving, and distributing law enforcement data and information; processes a high volume of police-related documents to contribute to the effective operation of the department; enters reports and data into a variety of automated law enforcement records systems; ensures that records and information are accurate, clear and comprehensive for law enforcement personnel and the general public; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Police Lead Records Clerk is the lead senior-level classification responsible for assisting with overseeing, directing, and coordinating a broad range of complex technical, administrative, and operational support functions within the Records Division. This position is distinguished from the Police Records Clerk classification by its advanced knowledge of records management operations, policies, procedures, and applicable regulatory requirements, as well as its expanded scope of responsibility and leadership authority.

In addition to performing specialized and advanced records clerk duties, the Police Lead Records Clerk provides day-to-day direction and leadership for assigned personnel, including coordinating work schedules, assigning and reviewing workload, and ensuring adequate coverage of division functions. The incumbent is responsible for training, mentoring, and evaluating staff performance, while fostering a productive, efficient, and service-oriented work environment. The incumbent is also responsible for ensuring adherence to established policies, procedures, and service standards; keeps superior informed on events affecting area of responsibility, particularly personnel problems, complaints, and other occurrences having an impact on the department or City.

SUPERVISION RECEIVED/EXERCISED:

Receives general administrative and operational direction from the Administrative Lieutenant and Police Support Services Manager. Exercises direct and indirect lead worker responsibilities over assigned office staff, records personnel, and volunteers.

(included but are not limited to the following)

• Accepts lead worker responsibilities for the day-to-day operations of the Records Division; assists in the planning, coordination and assigning of work assignments, work schedules, reviews and participates in the work of assigned staff; assists in the training, motivation, and performance evaluation of assigned personnel; monitors staff activities to ensure adherence to safety standards, work quality, accuracy, and confidentiality requirements; and assists with reviewing, implementing and updating policies and procedures.
• Performs a wide variety of office support and computer entry/retrieval using various automated information systems; types correspondence; tabulates statistical data; acts as the first line of contact in the Police Department lobby; operates a variety of office equipment, including the computerized parking system, optical imaging, and microfilm retrieval systems; maintains confidential files of crime and traffic accident reports, registrants, and applicant files.
• Enters and maintains accurate data and information into the California Law Enforcement Telecommunication System (CLETS), including stolen vehicles, missing and unidentified persons and domestic violence restraining orders; enters and retrieves information from a variety of state and local automated systems, including the Records Management System (RMS); validates selected records from the Department of Justice files, including vehicles, firearms and missing persons.
• Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties, including National Incident Based Reporting System (NIBRS) and California Incident Based Reporting System (CIBRS) requirements as mandated by Department of Justice.
• Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies such as the Department of Justice (DOJ), California Highway Patrol, District Attorney, Department of Motor Vehicles (DMV), and insurance companies; prepares misdemeanor/felony court packets for the District Attorney’s Office including crime report, amendment information and supporting documents such as criminal history, DMV driving history and drug analysis results; prepares moving violation transmittals for court; applies federal, state and local laws when releasing information.
• Assists department personnel and the public at the front counter and by telephone; issues visitor’ permits; assists the public with parking permit application and purchase; provides assistance to outside agencies requiring information.
• Collects fees for services provided by the Department; may assist in the transportation of female prisoners and the care of juveniles.
• Establishes positive working relationships with representatives of community organizations, state/ local agencies and associations, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing reports and retrieving and entering data using a computer keyboard. Additionally, the position requires near and far vision in reading work related documents and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Education and/or Experience:

Any combination of education and experience that provides the knowledge, skills, and abilities necessary to perform the duties of a Police Lead Records Clerk. A typical qualifying pathway includes three (3) years of progressively responsible experience as a Police Records Clerk, and possession of a high school diploma or equivalent.

License/Certificate:

Completion of California POST 40-hour Police Records Clerk.

KNOWLEDGE/ABILITIES/SKILLS:

(The following are a representative sample of the KAS’s necessary to perform essential duties of the position.)

Knowledge of:

Modern office administrative practices and procedures; public and agency desk procedures and methods of providing services and information; automated law enforcement information systems and procedures; basic principles of mathematics; applicable federal, state and local laws, codes and regulations, including the Public Record Act; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices.

Ability to:

Operate standard office equipment, including a computer; operate specialized automated law enforcement information systems; understand and follow instructions; organize and prioritize work assignments; perform a variety of work with speed and accuracy; work flexible hours including evenings, weekends and rotating shifts; wear a department uniform; maintain confidentiality of information; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skills to:

Operate office equipment, including a computer, applicable software, and specialized law enforcement automated information and records systems; safely and effectively operate a variety of equipment used in the maintenance and operation of a Records Division.

The City of Covina is an Equal Opportunity Employer

The City of Covina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Covina complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The City of Covina expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the City of Covina's employees to perform their job duties may result in discipline up to and including discharge.

THE CITY OF COVINA RESERVES THE RIGHT TO MODIFY OR REVOKE, WITHOUT NOTICE, ANY OR ALL OF THE PROVISIONS OF THIS BULLETIN PRIOR TO THE TIME OF APPOINTMENT, AND TO WAIVE ANY NONSUBSTANTIVE JOB REQUIREMENT AND MAKE SUBJECTIVE DECISIONS INTERPRETING AND ASSESSING THE SKILLS AND QUALIFICATIONS OF ANY CANDIDATE, INCLUDING THE DETERMINATION THAT NONE OF THE CANDIDATES, EVEN THOSE WHO MEET THE MINIMUM QUALIFICATIONS, ARE APPROPRIATE FOR THE POSITION.