Police Records Assistant

City of Kerman; Hanford (CA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

PERS retirement program

Vacation and sick leave

Medical, dental, and vision insurance

Tuition reimbursement

Job summary

The City of Hanford is seeking a Police Records Assistant to perform specialized recordkeeping tasks for police functions and to respond to citizen inquiries. The role advances with experience, moving from routine duties to greater independence while supporting the police department's mission and ensuring accurate recordkeeping.

Key responsibilities include processing reports, responding to public inquiries, and entering data into multiple computer systems.

Qualifications

• Two years of responsible clerical experience involving public contact.
• Equivalent to completion of the twelfth grade.
• Possession of a CLETS certificate within six months of appointment.

Responsibilities

• Process police reports by extracting information and updating computer data.
• Receive information and complaints from the public by telephone and in person; respond to inquiries by providing information on police services and procedures.
• Enter accurate data into local, State, and Federal computer systems; access multiple computerized systems to enter or retrieve data for law enforcement purposes.
• Fingerprint suspects or persons required to register for offenses, and members of the public for employment, state licenses, and permits.

Skills

Public contact

Data entry

Communication

Office software

Customer service

Education

High school diploma or equivalent

Job description

Description

The City of Hanford is seeking to fill one (1) Police Records Assistant position within the Hanford Police Department. This position performs a variety of specialized recordkeeping tasks related to police functions; to respond to citizen inquiries; and to perform related duties as assigned.

This is the journey level in the Police Records Assistant series. Incumbents initially perform the more routine duties assigned to positions in this series and work under close supervision. However, as experience is gained, incumbents are expected to perform the full range of duties as assigned with increasing independence. This class is distinguished from the Senior Police Records Assistant in that the latter performs the higher level duties including providing technical and functional supervision over assigned personnel and performing biweekly payroll processing for the unit.

Example of Essential Duties

• Process police reports by extracting information and updating computer data; route reports to appropriate agency or personnel; scan and file police reports.
• Receive information and complaints from the public by telephone and in person; respond to inquiries by providing information on police services and procedures.
• Prepare cases for filing with the court or District Attorney's Office; receive and enter subpoenas from the District Attorney's Office.
• Process and issue a variety of permits and licenses; enter data and maintain accurate records of permits issued and payments made.
• Enter accurate data into local, State, and Federal computer systems; access multiple computerized systems to enter or retrieve data for law enforcement purposes.
• Fingerprint suspects or persons required to register for offenses, and members of the public for employment, state licenses, and permits.
• Transcribe police officer interviews for use by the District Attorney's Office.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Minimum Qualifications

• Modern office principles, procedures, and equipment.
• Basic arithmetic.
• Correct English usage, grammar, spelling, and punctuation.

Ability To

• Maintain and process a variety of records, reports and data in support of police department functions.
• Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
• On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
• Learn and interpret legal and reporting codes and statutes applicable to management of law enforcement records.
• Perform accurate and efficient on-line data entry utilizing a computer terminal.
• Use sound judgment in recognizing scope of authority.
• Operate and use modern office equipment including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Communicate effectively orally and in writing.
• Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
• Establish and maintain effective, cooperative and collaborative working relationships with others.

Experience and Education

Experience

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

• Two years of responsible clerical experience involving public contact.

Education

Equivalent to completion of the twelfth grade.

License and Certificates

Possession of a California Law Enforcement Telecommunication System (CLETS) certificate within six months of appointment.

Additional Information

Screening will consist of a competitive assessment of relevant education, training, and work experience to be followed by a written examination and/or an interview before an Oral Board to determine the most qualified candidates. Applicants meeting the minimum qualifications are not guaranteed advancement to an interview, and the decision of the screening committee is final. Those candidates who are determined eligible for appointment to the position will be placed on the City’s Certified Eligibility List. Applicants will receive written notification regarding the results of all phases of the recruitment process up to the establishment of the Eligibility List, if applicable.

Employee Benefits

• EMPLOYEE BENEFITS:
  • Retirement: Public Employees' Retirement System (PERS). The City provides the PERS retirement program: 3% at 60 for Classic Members.
    • 3% Annual Cost-of-Living Allowance Increase
    • 12-month final compensation period.
    • Sick Leave Credit
  • 2% at 62 for New Members
    • 3% Annual Cost-of-Living Allowance Increase
    • Sick Leave Credit
  • Holidays: Twelve specific holidays, plus two floating holidays.
  • Paid Holiday Closure: City offices (where possible) will be closed Christmas Eve through New Year's Day.
  • Vacation: Vacation leave starts at 11 days annually, increasing to 21 days based on time in service.
  • Sick Leave: Sick leave accrual of 12 days per year with unlimited accumulation. At retirement, unused sick leave may be applied toward retirement for Classic Members.
  • Medical, Dental, and Vision Insurance: The premiums for medical and dental insurance are split 60/40. The city covers 60% of the premium, and the employee pays 40%. VSP Vision is provided to each employee at no cost. Additionally, vision coverage for family members is available at a 60/40 shared cost.
  • Hanford Employee Care Connection (City-sponsored clinic): free and available to all insured full-time employees and covered dependents. Medical care offering same-day appointments, little to no copays, and comprehensive healthcare.
  • Life insurance: $50,000 City paid policy.
  • Tuition Reimbursement: A tuition reimbursement plan is available for work-related study for up to $5,000 per fiscal year.
  • Longevity: Employees shall receive a stipend upon completion of the following consecutive years of active service with the City of Hanford. The City Manager shall have the discretion to provide longevity pay based on cumulative years of service at another public entity (State, County, or City municipality) in a management and/or technical level position.
    • Five (5) years of service: 2.5%
    • Ten (10) years of service: an additional 2.5%
    • Fifteen (15) years of service: an additional 2.5%
    • Twenty (20) years of service, an additional 2.5 Maximum allowance of 10%.
  • Deferred Compensation / Employer Match: Employees are eligible to receive matched employer contributions for deferred compensation up to $75 per pay period.

Do you have at least two years of responsible clerical experience involving regular public contact?

• Yes
• No
• Required Question