Police Records Specialist

Central Marin Local Governments; California (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

Central Marin Police Authority seeks a Police Records Specialist to support operations, answer non-emergency calls, and manage confidential reports. Responsibilities include data entry in CAD, handling front-counter requests, and preparing state-required reports.

This is a civilian role emphasizing accuracy, discretion, and customer service within a public safety context. Applicants should have a high school diploma or GED and 1–3 years of related experience.

Qualifications

• High school diploma or GED; 1–3 years related experience and/or training.
• Legal ability to handle confidential information and records.
• Experience with basic computer software and data entry.

Responsibilities

• Answers non-emergency calls for service and responds with appropriate action.
• Enters call data into the CAD system; applies applicable laws and codes.
• Handles in-person requests at the front counter; provides referrals and reports.
• Assists callers with information; coordinates with public safety agencies as needed.
• Operates records management system; maintains police reports and records.
• Maintains confidentiality and releases information per state law.
• Prepares required reports for the State DOJ; codes and audits data.
• Prepares letters and reports; processes releases for impounded vehicles and clearances.
• Collects fees, posts, and balances monies.
• Performs Disaster Service Worker duties as required.

Skills

Verbal communication

Written communication

Confidentiality

Records management

Public interaction

Problem solving

Education

High school diploma or GED

1–3 years related experience or training

Tools

CAD system

MS Word & Excel

Job description

Join the Central Marin Police Authority Team!

Are you looking for a rewarding career where your work directly supports your community? The Central Marin Police Authority (CMPA) is seeking a Police Records Specialist to join our team!

CMPA is a community-oriented public safety organization serving the communities of Larkspur, Corte Madera, and San Anselmo in beautiful Marin County. Our team takes pride in providing professional, responsive, and friendly service to the public.

As a Police Records Specialist, you’ll play an important role in supporting our police operations and helping ensure our department provides the highest level of service to our community.

Interested in learning more about CMPA before applying? Prospective applicants are encouraged to request a ride-along with a CMPA officer or a site visit with a member of our non-sworn support staff to experience our organization firsthand by emailing HR Analyst Jennifer Alcantara at [e-mail].

If you’re looking for meaningful work, a supportive team, and an opportunity to serve your community,

DEFINITION:

Employees in this class routinely take all non-emergency calls for service both over the telephone and in person at the police department counter; provide information and assistance to the public both over the telephone and in person; process, maintain, and disseminate all police reports and a wide variety of confidential Police Authority records.

General supervision is provided by the Public Safety Records and Evidence Supervisor. Responsibilities may include training and/or indirect supervision of subordinate personnel.

This is a specialized police civilian classification and performs all duties required to effectively deliver police services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• The duties described are representative of those that must be met by an employee to successfully perform essential job functions. Additional duties may be performed as required. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties.
• Answers and evaluates non-emergency calls for service and responds to each individual call with appropriate action and may be required to take some emergency calls for service.
• Enters information into the CAD system about calls for service including type, location, nature and description of the event; researches, interprets, and applies the appropriate law, code, or statute to all police records related issues.
• Evaluates and handles all in-person requests for service at the front counter of the police department and responds to each request with appropriate action, including advice, information, referrals, assistance with counter reports, and taking of supplemental reports.
• Provides callers and walk-in customers with assistance, information, or referral on situations that they determine not to be police-related; serves as a conduit of information from the police department to other public safety agencies and service providers.
• Operates a computerized records management system; processes and maintains a wide variety of police reports, documents, and records in both electronic and paper format; enters and retrieves information from other law enforcement data bases and resources.
• Maintains and ensures the integrity and security of all confidential police records and reports; provides for the appropriate release of information in accordance with all state laws governing confidentiality and the release of police records.
• Prepares mandated statistical and other reports for the State Department of Justice; prepares, codes, categorizes, tabulates, enters, and audits a variety of data, forms and reports.
• Prepares both standardized and specialized letters, records, and reports; prepares releases for impounded and stored vehicles and criminal record clearances. Collects fees, posts, and balances monies.
• Orders and maintains office supplies; prepares reports for delivery to other agencies.
• Performs work as a designated Disaster Service Worker in compliance with California Government Code 3100 which requires all public employees to perform assigned tasks as needed during emergencies such as natural and man-made disasters.
• Performs related duties as required.

KNOWLEDGE OF:

• Modern police methods and procedures.
• Statutory and case laws and ordinances related to evidence, property and records.
• Authority policies and procedures.
• State and Federal regulations regarding records retention, distribution, and destruction.
• Information technology, computers, typing, and related software applications (Word, Excel, etc.)

ABILITY TO:

• Communicate effectively both verbally and in writing.
• Interpret and explain laws, rules, regulations and technical procedure manuals.
• Establish and maintain cooperative relationships with the public and fellow employees.
• Maintain confidentiality regarding sensitive information.
• Ability to read and interpret documents such as rules, operating and maintenance instructions and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak to citizens and groups of employees.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

EDUCATION, CERTIFICATION AND EXPERIENCE:

High school diploma or general education degree (GED); one to three years related experience and/or training; or equivalent combination of education and experience.

Valid California driver’s license upon hire and maintained thereafter for duration of employment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently exposed to video display and frequently works in inside environmental conditions. The employee occasionally works in evenings or weekends. The noise level in the work environment is usually quiet.

Hazards: Hazards are moderate, fairly predictable and protected against.

SPECIAL REQUIREMENTS:

Successful completion of a thorough background investigation which includes a polygraph, or similar process, including pre-employment controlled substance use standards. Shall not have been convicted of a felony in this state or in any other state or in any federal jurisdiction, or of any offense in any other state or in any federal jurisdiction, which would have been a felony if committed in this state.