Senior Police Services Assistant (09-26)

City of Whittier; Whittier (CA); On-site; USD 75,000 - 100,000; Full time

Job summary

The City of Whittier is seeking a Senior Police Services Assistant to oversee and perform a wide range of law enforcement support duties, including data entry, records management, and training of staff.

You will ensure 24/7 records services, manage confidential information, and operate automated systems such as CLETS while maintaining accuracy and compliance.

Strong leadership, organizational, and communication skills are essential for coordinating front-line operations and supporting field units.

Qualifications

• Two years of experience as Police Services Assistant II/III with the City of Whittier.
• Completion of specialized training in the clerical occupational field.
• POST Records Supervisor course and POST Jail Operations training are required.

Responsibilities

• Lead, evaluate, and supervise day-to-day technical and clerical police support duties.
• Plan, assign, schedule, and review workloads to ensure 24/7 records services.
• Process police records, reports, and related materials using automated systems (CLETS).
• Perform jail matron duties and maintain confidential information with accuracy.
• Provide information to the public and assist other city personnel.

Skills

Supervision

Training

Scheduling

Public service

Records management

Court testimony

Quality control

Education

Two years of experience as Police Services Assistant II/III (City of Whittier)

POST Records Supervisor course

POST Jail Operations training

Job description

***Application Deadline: October 8, 2026 ***OR CLOSES AFTER RECEIPT OF THE FIRST 150 APPLICATIONS***

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION

Under general direction, leads, evaluates, and participates in the work of personnel responsible for the day-to-day operation of a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical, complex and confidential law enforcement data, and information; provides training for assigned personnel; assumes responsibility for the more difficult and complex tasks; 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; demonstrates a full understanding of all applicable policies, procedures and work methods associated with assigned duties; performs jail matron duties; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS

The Senior Police Services Assistant is the advanced journey/lead level class in the police services assistant series responsible for directing and coordinating a variety of technical and clerical law enforcement support duties. This classification is distinguished from the next higher classification of the Police Records Supervisor I in that the latter is responsible for administering the day-to-day operations of the City's police records and property and evidence functions.

SUPERVISION RECEIVED/EXERCISED

Receives general direction from the Police Records Supervisor I/II. Provides lead, functional, and technical supervision over training personnel.

ESSENTIAL FUNCTIONS

• Leads, evaluates, and participates in the work of personnel responsible for the day-to-day operation of a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical, complex and confidential law enforcement data, and information; provides training for assigned personnel; assumes responsibility for the more difficult and complex tasks; 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; demonstrates a full understanding of all applicable policies, procedures, and work methods associated with assigned duties; performs jail matron duties.
• Plans, assigns, schedules, reviews, and participates in the work of assigned staff; ensures adequate coverage in the records division to provide 24‑hour‑a‑day services; ensures appropriate training for assigned staff in all areas of work; assists police management in identifying and correcting operational problems to maintain a high level of service to field units; participates in the selection, motivation, and evaluation of assigned staff; monitors work activities to ensure safe work practices, work quality, accuracy, and confidentiality; implements communications center policies
• Takes, transcribes, types, and otherwise processes a wide variety of police records, reports, and materials, including declarations, arrest records, warrants, citations, crime and traffic reports, fingerprints and vehicle storage, and impound forms; operates a variety of automated systems to create or revise computer files, enters, retrieves, and maintains accurate data and information from a variety of automated systems, such as the California Law Enforcement Telecommunications System (CLETS); validates selected records from the Department of Justice files, including vehicles, boats, and missing persons.
• Compiles statistical data or directs such activity; prepares routine reports; conducts records audits; participates in the development and conduct of training programs for records clerical personnel to maintain the quality of data recorded in the Police Department records system; assists with the supervision and evaluation of training personnel; assists with the selection of staff; coordinates work schedules to cover absences and vacations and approves time off.
• Demonstrates a full understanding of applicable policies, procedures, and work methods associated with assigned duties, especially as related to the collecting, maintaining, sealing, and releasing of information, files, and documents; assists with police files and records management, including their destruction and sealing; performs record checks; updates the court calendar; testifies in court as necessary.
• Sorts, files, copies, 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 and felony court packets for the District Attorney's Office, including crime reports, amendment information, and supporting documents, such as criminal history, DMV driving history and drug analysis results; applies Federal, State, and local laws when releasing information.
• Assists other City personnel with administrative and office support functions; assists and provides information to the public in person and by telephone; takes and provides phone messages; faxes materials to other agencies; maintains accurate records related to files and criminal history; accepts bail; receives fees; prepares receipts, standard forms, and records in accordance with established procedures.
• Performs a variety of general clerical tasks, including typing correspondence, bulletins, lists, and standard forms; sorts and distributes mail; prepares simple reports; posts and tabulates numeric data.
• Responds to questions and concerns from the general public, departmental staff and other agencies; provides information as appropriate and resolves service issues and complaints; serves customers at the front counter and collects money for city services; provides for regular communication between sworn and civilian personnel.
• Performs quality control on a variety of entries into the RMS system.
• Books, fingerprints, searches, and photographs prisoners; obtains information from prisoners and completes forms regarding medical background and other matters; completes related paper work on prisoners booked including running criminal background check; completes tattoo chart; observes prisoners' physical and mental state to determine proper cell placement or need for medical or other attention; escorts prisoners to cells; performs periodic checks on prisoners; accompanies a police officer in escorting prisoners to other agencies.
• Establishes positive working relationships with representatives of community organizations, State/local agencies and associations, City management and staff, and the public.

OTHER DUTIES

• Assists in directing police records preparation.
• May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
• Performs other related duties as required.

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 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 accommodations.

QUALIFICATIONS

Education and/or Experience:
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Senior Police Services Assistant. A typical way of obtaining the required qualifications is to possess the equivalent of two years of experience comparable to that of a Police Services Assistant II or III with the City of Whittier and completion of specialized training in the clerical occupational field.

License/Certificate:
Possession of, or ability to obtain, a valid Class C California driver's license. Prior to appointment, must have completed a Police Officer Standards and Training (POST) Records Supervisor course and a POST certified course in Jail Operations.

KNOWLEDGE/ABILITIES/SKILLS

Knowledge of:
Methods and techniques of supervision, training, and motivation; methods and techniques of scheduling work assignments; 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; applicable Federal, State, and local laws, codes, and regulations, including the Public Record Act; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices. Some incumbents are required to possess knowledge of jail procedures and the fingerprinting and booking of prisoners.

Ability to:
Plan, organize, schedule, direct, and evaluate the work of subordinate staff; train, supervise, and motivate staff; understand and follow instructions; perform a variety of work with speed and accuracy; work flexible hours, including evenings, weekends, and split shifts; interpret, explain and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; create, organize, and maintain records; work independently and as part of a team; make sound decisions within established guidelines; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; receive the public in person or over the phone; and establish and maintain effective working relationships.

Skill to:
Operate an office computer and a variety of word processing and software applications; operate specialized automated law enforcement information systems; type accurately from clear copy at a rate of 40 net words per minute.