Police Records Clerk

City of Orange; Orange (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Orange is seeking a Police Records Clerk to perform a range of clerical and records management duties in support of the Police Department. The role requires high school completion and public-facing experience.

You will handle requests for police reports, maintain records, and assist in preparing court packages. Applicants should be prepared to work in a fast-paced office environment, interact with the public, and use computer systems for data entry and reporting.

Qualifications

• Completion of High School Diploma or equivalent is required.
• Two years of responsible general office clerical experience is required.
• Completion of relevant coursework in criminal justice is highly desirable.
• Police, law enforcement, or other work involving extensive public contact is highly desirable.

Responsibilities

• Performs customer service functions related to records release and maintenance, including handling requests for police reports and screening calls.
• Maintains and updates records per policies, indexes violations, tracks and files reports, and redacts confidential information as needed.
• Processes requests for vehicle and property releases and other reports.
• Enters data and reporting into computer systems with high accuracy.
• Assembles information for departmental and state reports and verifies report completeness.
• Provides information on department policies and procedures to the public and other City staff.
• Performs reception, clerical duties, answers/ directs calls, prepares court packages, processes restraining orders, and sorts/distributes mail.
• Operates office equipment including teletype and cash register.
• Collects and prepares documents for arrests and citations and routes to proper departments.
• Verifies forms/reports for completeness and applies policies.
• Provides research assistance to officers as requested.
• Other duties as assigned.

Skills

Customer service

Data entry

Records management

Office software

Communication skills

Computer literacy

Police terminology (learn)

Education

High School Diploma

Criminal justice coursework (desirable)

Police/law enforcement experience desirable

Tools

Teletype equipment

Cash register

Computer systems / data entry software

Job description

JOIN THE CITY OF ORANGE POLICE DEPARTMENT AS A POLICE RECORDS CLERK

The City of Orange is looking for a dedicated individual who wants to make a difference in the community they serve by becoming a member of one of the best Police Departments in Orange County. The successful candidate will be able to work independently and will demonstrate a high level of interpersonal skills as well as excellent conflict resolution and communication skills.

AUTOMATIC EMPLOYMENT DISQUALIFIERS

We understand that applying for employment requires a substantial amount of time and effort. Before applying for the position of Police Records Clerk, please click on and read the Orange Police Department's Automatic Disqualifier Notice to help you determine if you are eligible to be considered for employment. Note: All personnel hired by the Orange Police Department shall be a permanent and full-time resident of the State of California and reside no further than one hundred (100) road miles from Police Headquarters.

THE POSITION

Under general supervision, Police Records Clerk perform a variety of general administrative, clerical, and customer service duties involved in the maintenance, processing, and distribution of Police records, including assisting in office support duties.

The following duties represent the principal job duties; however, they are not all-inclusive. Other duties may be required and assigned. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of customer services functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports and screening and forwarding telephone calls.
• 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; purges records and files as required.
• Processes requests for vehicle releases, property releases, and various other reports and documents.
• Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy.
• Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
• Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.
• Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls and calls for service, preparing court packages, processing restraining orders, and distributing incoming mail; sorts, files, copies, and distributes a variety of documents; maintains a variety of filing systems; and participates in the registration services, including registration of drug and arson offenders.
• Operates a variety of general office equipment, including teletype equipment and cash register.
• Collects and prepares documents for arrests and citations; forwards documents to appropriate department, unit, and court; indexes a wide variety of violations and notifications; compiles and distributes complaints; and books information, fingerprint cards, and other law enforcement reports.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
• Provides research assistance to officers and other law enforcement personnel as requested.
• Performs other duties as assigned.

Knowledge of

• Modern office practices and procedures, including filing and the use of standard office equipment.
• Business arithmetic and basic statistical techniques.
• Basic principles of record keeping and cash handling.
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
• Computer applications related to the work, including data tracking, word processing, and basic spreadsheet applications.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to

• Learn basic functions, principles, and practices of law enforcement agencies.
• Learn and interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures.
• Learn techniques, methods, and processes of police record management and retrieval.
• Learn police terminology and law enforcement codes.
• Organize, research, and maintain technical and administrative files.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
• Make accurate arithmetic and statistical calculations.
• File and maintain automated and hard copy records with accuracy.
• Organize own work, set priorities, and meet critical deadlines.
• Operate modern office equipment including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and Experience

• Completion of High School Diploma, or equivalent is required.
• Two (2) years of responsible general office clerical experience is required.
• Completion of relevant coursework in criminal justice is highly desirable.
• Police, law enforcement, or other work involving extensive public contact is highly desirable.

Licenses and Certifications

• Possess and maintain a valid California Class C Driver's License with satisfactory driving record and proof of acceptable automobile insurance at the time of appointment and throughout employment in the position is required.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 40 pounds.

WORKING CONDITIONS

This position requires regular and reliable attendance and the employee’s physical presence at the workplace. Employees are subject to shift rotations every four (4) months, and are required to work various shifts, including, but not limited to, early mornings, evenings, weekends, and holidays. Employees work a 4/10 work schedule (four days per week, ten hours per day).

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels and controlled temperature conditions; but may occasionally work in the field and be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees will interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures..

DISASTER SERVICE WORKER

All employees of the City of Orange are designated by both State law and City ordinance to be "Disaster Service Workers." In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours, and performing work significantly different from the employees' normal work assignments and may continue through the recovery phase of the emergency.

CITY MISSION, VISION, AND VALUES

Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City’s Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors. As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community. The City’s values include Teamwork, Accountability, Excellence, and Transparency.