Police Records Specialist I

Description

The Anaheim Police Department is seeking a Police Records Specialist I to support the Records Section. The ideal candidate is self-motivated and someone who can multi-task and work in a fast-paced environment. Experience performing records and/or clerical work in a public safety environment is desirable.

Police Records is a 7-day operation. Candidates must be able and willing to work all shifts, which includes regularly scheduled holidays, evenings, and weekends.

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This recruitment may be used to fill full-time and part-time positions.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Types logs and forms such as memoranda, form letters, envelopes, police clearances, licenses and permits, declarations, court appearance calendars, and misdemeanor complaints using a computer keyboard.

• Duplicates materials and distributes to other agencies/departments.

• Responds to faxed requests for information by researching, collecting and disseminating authorized information to other law enforcement, governmental and social service agencies.

• Responds to officers' request for information by using microfiche reader, printer, optical retrieval system and accessing various computer systems.

• Retrieves, enters, and modifies data in the automated County, State, and Federal databases teletype from forms or verbal direction over telephone.

• Researches, retrieves, and prints information contained within the automated Records Management System (RMS) and the Computer Aided Dispatch system (CAD).

• Monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness.

• Enters a variety of information such as personal identifiers, vehicle information, property descriptions, serial numbers, criminal offense codes, tattoos, etc. from several different types of documents into the automated RMS.

• Performs complex automated quality control verification that all system required information is entered into the RMS from police reports.

• Memorizes codes and abbreviations for data entry.

• Scans hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate investigative unit.

• Files hard copy materials numerically and/or alphabetically into established filing system.

• Inquires, collects and enters information regarding private party impound and repossessed vehicles gathered over the telephone into the automated RMS and the State automated Stolen Vehicle System (SVS).

• Assembles materials and prepares misdemeanor citation packets for court.

• Retrieves, prints and duplicates documents utilizing microfilm reader, optical retrieval system, Records Management System and hard copy files.

• Receives and sorts incoming mail; removes cash and checks, keeping log of receipted amounts and requestor information in an Access program. Determines requests that require detective approval, forwards and maintains Access log for tracking and follow-up.

• Maintains regular contact, via correspondence and phone, with insurance companies and individuals requesting reports.

• Maintains the confidentiality of all information assimilated and utilized on the job.

• Consults legal and governmental resource materials as needed.

• Answers phone inquiries from the public and other law enforcement and governmental agencies; and assists the public, other law enforcement and governmental personnel at the service counters.

• Trains records personnel in the performance of assigned duties.

• Processes record sealings requiring research and collection of any correlating documents throughout department, deletion of indexes, sealing and storage of record until ordered destruction.

• Accepts, researches and collects documents for production of records for Civil, DMV, Workers Compensation State Board and other agency subpoenas; coordinates with law office staff and copy companies, prepares declaration; maintains log.

• Coordinates with background investigators, other departmental and City personnel for processing of applicants (internal, external and business) and sex, arson and narcotic registrants; processes and maintains electronic and hard copy files, issues permits.

• May be assigned to North Court (Fullerton) on a special assignment basis.

• Perform related duties and responsibilities as required.

Qualifications

Experience: Performing varied record keeping, other general clerical work, and assisting the public.

Knowledge of: Modern office equipment and procedures; English usage, spelling, grammar and punctuation; filing procedures (alpha and numeric); basic math; basic record keeping procedures; and telephone procedures and etiquette.

Ability to: Learn teletype procedures, rules and regulations; learn police terminology and law enforcement codes; learn to operate microfilm/fiche retriever, optical disk filing system, CLETS/NLETS teletype system, automated RMS and automated Telephone Reporting Center system (TRC); read, understand and apply difficult materials; maintain filing systems; operate a computer keyboard with accuracy; proofread text and data fields for accuracy and compliance with entry rules; learn to perform a full range of police records duties; speak clearly and distinctly; work with a high level of interruption; serve the public by telephone and at a public counter in situations which may be stressful; understand pertinent procedures and functions quickly; establish and maintain effective relationships with those contacted in the course of work.

Employees of the Anaheim Police Department must be permanent and full-time residents of the State of California and live within a one hundred (100) mile radius of the City of Anaheim.

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Applications will be accepted until Thursday, July 18, 2024at 5:00 PM.Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

Once the filing period closes, qualified candidates will receive an email with instructions to schedule online for the written exam (Tentatively scheduled the week of July 22, 2024 or July 29, 2024).

Anaheim Police Department Blueprint - knowledge of the Anaheim Police Department Blueprint is required of all Police Department employees.

The following documents arerequiredand must be completed and brought to the oral interview:

• Preliminary Background Information form

• Background Investigation Questionnaire (BIQ)

• Required Documents

• Applicant Autobiography

Please provide as many of the required documents along with your Preliminary Background Information form & BIQ. Items such as transcripts, credit report or other missing documents can be provided upon your receiving them.

Further selection steps include, but are not limited to a background investigation, polygraph examination, psychological evaluation, a medical examination, which includes drug/alcohol screening, and an interview with the Chief of Police. The interview with the background investigator and completion of the background investigation will include, but is not limited to, verification and evaluation of any present and/or past use of drugs, driving and employment history.

Please review the following common disqualifiers. If any items listed pertain to you, you will be automatically disqualified in the background investigation. You may, at this time, want to screen yourself and withdraw prior to starting the recruitment process.

• Any illegal use, sales, or possession of a drug classified as an opiate (heroin, opium, etc.) or PCP.

• Any use of cocaine, methamphetamine, hallucinogens (GHB, MDMA/ecstasy, ketamine, etc.) within five years of date of application.

• Any illegal use of anabolic steroids within three years of date of application.

• Two or more at-fault traffic collisions within three years of the date of application.

• Conviction of a hit-and run offense.

• Any driver's license suspension within five years of date of application.

• Conviction of a felony crime.

• Conviction of any misdemeanor crime within five years of application.

• Any conviction as an adult, of any misdemeanor crime involving domestic violence, sexual-related offenses or crimes against children.

• Any conviction as an adult, of a theft or larceny crime.

The following may result in disqualification:

• Use of cocaine, methamphetamine, hallucinogens (GHB, MDMA/ecstasy, ketamine, etc.) previous to five years of application.

• Prior nitrous oxide use.

• Illegal use of anabolic steroids previous to three years of application.

• Illegal use of a hypodermic needle/ syringe.

• A pattern or history of irresponsibility as evidenced by debt collections, civil judgments, failure to pay, late payments, etc.

• More than one moving violation in the past 12 months, and/or three or more moving citations within the past three years, and/or five or more moving citations within the past five years of date of application.

Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from consideration.

The City of Anaheim uses E-Verify and new employees must provide documentation to establish both work authorization and identity.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process.

Equal Opportunity Employer