Police Records Technician I/Ii

Position Information

Under immediate (Police Records Technician I) or general (Police Records Technician II) supervision, performs a variety of specialized clerical and technical duties involved in processing various police records and reports; receives, enters, researches, and assimilates data in a records management system and other database systems; identifies and maintains crime activity and known offender information and statistics; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED
Receives immediate (Police Records Technician I) to general (Police Records Technician II) supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS
Police Records Technician I: This is the entry-level classification in the Police Records Technician series. Initially under close supervision, incumbents learn and perform routine police record processing and maintenance duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Police Records Technician II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Police Records Technician II: This is the fully qualified journey-level classification in the Police Records Technician series. Positions at this level are distinguished from the Police Records Technician I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Police Records Technician class series are flexibly staffed; positions at the Police Records Technician II level are normally filled by advancement from the Police Records Technician I level; progression to the Police Records Technician II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Police Records Technician II level.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.

Positions at the Police Records Technician I level may perform some of these duties and responsibilities in a learning capacity.

• Processes a variety of criminal records, traffic accidents, subpoenas, background checks, juvenile sealings, record reviews, and public record act requests; performs live scan fingerprinting functions.
• Processes and sends criminal reports to the county District Attorney’s office for arraignment; delivers cases to the DA’s office for prosecution; receives and processes case declines from DA’s Office; responds to requests for information and evidence from the DA’s Office including body camera video footage, photos, digital evidence, and related documents.
• Observes and complies with City and mandated safety rules, regulations and protocols.
• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, and memoranda; checks drafts for punctuation, spelling, and grammar, and suggests corrections.
• Provides general information regarding department policies, procedures, requests for information, and requests for service in person and by telephone, and coordinating work with other City departments.
• Performs a variety of administrative support duties, including answering and directing telephone calls and assisting customers at the front counter; interacts with criminals and victims at the front counter and on the phone; picks up, delivers, processes, and distributes mail and bank deposits; prepares court packages; sorts, files, copies, and distributes a variety of documents.
• Provides research assistance to officers and other law enforcement personnel.
• 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.
• Issues cardroom dealer and taxi/driver for hire permits.
• 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.
• Performs other duties as assigned.
• Processes warrants received by the Police Department; ensures information on warrants is accurate; enters warrants into the City’s records management system; runs driver’s license information to confirm identity; runs criminal history to obtain additional information; monitors warrant teletypes including pick-up notices from other law enforcement agencies; monitor warrants which are recalled by the court and logs each recalled warrant accordingly.
• Performs a variety of customer service functions applicable to police department operations including records release and maintenance, receiving, responding to, and entering requests for police reports, and screening and forwarding telephone calls.
• Processes citations including dispositions, parking citations, administrative citations, moving citations, warrants, and bonds; inputs citations into an online records management system; electronically sends citations to the court and violators, as needed.
• Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy including data for monthly Department of Justice statistics; assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.

Qualifications

QUALIFICATIONS
Positions at the Police Records Technician I level may exercise some of these knowledge and abilities statements in a learning capacity.

Knowledge of:

• Principles, practices, methods, and techniques of records management, including records disbursement procedures;
• City and mandated safety rules, regulations, and protocols;
• Legal obligations with respect to the release of data and reports;
• Principles, practices, methods, and techniques of law enforcement agencies;
• Fees pursuant to the City fee schedule;
• Record keeping principles and procedures;
• Research and reporting methods;
• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems;
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff;
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar;
• Standard telephone conduct and practice;
• Police terminology and law enforcement codes, policies, and procedures;
• Business arithmetic;
• Applicable federal, state, and other pertinent laws and systems including the California Public Records Act (PRA), California Law Enforcement Telecommunications System (CLETS), and National Crime Information Center (NCIC);

Ability to:

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax;
• Assist department personnel, outside law enforcement agencies, and the general public in person and via telephone;
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines;
• Conduct fingerprinting services for applicants;
• Document and process lost and found property;
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work;
• Multitask and perform a variety of clerical work with constant interruptions;
• Make accurate arithmetic and statistical calculations;
• Issue taxi, driver for hire, and vehicle for hire permits;
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments;
• Understand and carry out oral and written directions;
• Compile and summarize information;
• Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures;
• Maintain confidentiality of data encountered in the source of work;
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks;
• Research a variety of topics in assigned areas of responsibility;
• Establish and maintain a variety of filing, record keeping, and tracking systems;

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Police Records Technician I: Equivalent to completion of the twelfth (12th) grade.
• Police Records Technician II: Equivalent to completion of the twelfth (12th) grade, supplemented by specialized clerical and business office course work.

Experience:

• Police Records Technician I: One (1) year of clerical or office experience.
• Police Records Technician II: One (1) year of increasingly responsible experience equivalent to a Police Records Technician I with the City of Chico.

Licenses and Certifications:

• None.

Additional Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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 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 25 pounds.

Environmental CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The City of Chico offers a wide range of employee benefits. Benefits are subject to negotiations with employee organizations and may vary with individual bargaining units. For a summary of benefits, please visit the City of Chico website at: https://chico.ca.us/post/employee-benefits