Police Records Clerk maintains the records filing system and/or database used to manage, access, and preserve electronic and paper records of criminal justice activities. Assists in providing accurate and clear information to public and other departments. Being a Police Records Clerk may perform other clerical duties including taking photographs, fingerprints, and answering telephone inquiries. Typically requires a high school diploma or its equivalent. Additionally, Police Records Clerk typically reports to police sergeant or police lieutenant. The Police Records Clerk possesses a moderate understanding of general aspects of the job. Works under the close direction of senior personnel in the functional area. May require 0-1 year of general work experience. (Copyright 2024 Salary.com)
The City of Oxnard's Police Department is seeking a Police Records and Property Manager with strong technical and customer service skills to be part of the team. The ideal candidate will have a solid knowledge base in the operational activities and functions of a records unit and strong supervisory skills.
What You'll Do:
Supervises, evaluates and participates in the work of staff responsible for centralized records management, property and evidence management, switchboard and receptionist activities within the Police Department
Ensures work quality and accuracy in the processing, maintenance and release of records in accordance with applicable laws, regulations and policies;
Plans, coordinates, prioritizes, monitors and participates in the work of staff responsible for the centralized records unit, word processing unit, property and evidence unit, switchboard and receptionist areas which operate 24 hours per day, 7 days per week.
Assigns work to assigned staff; monitors work activities to ensure safe work practices, work quality and accuracy; ensures compliance to applicable laws, rules, policies and procedures.
Participates in the development and implementation of goals and objectives for appropriate service areas; ensures that established goals are achieved.
Participates in the development of and recommends new policies and standard operating procedures; recommends programs, projects and work assignments to higher level department/division personnel.
Develops schedules and methods for performing assigned duties; maintains appropriate work records and documents; prepares statistical and/or analytical reports on operations as necessary.
Participates in the selection and training of support personnel; assumes responsibility for motivating and evaluating assigned personnel; provides necessary training; initiates discipline procedures as is appropriate.
Develops and maintains knowledge and expertise in local, state and federal laws related to public and police records and files.
Assists police management in assessing needs and in the planning, developing and implementing systems and procedures for effective records control; conducts special studies regarding changes in technology that impact on records management.
Responds to Subpoenas Duces Tecum and testifies to the authenticity of criminal offender records and police files, as presented in court.
Serves as the Police Department's Custodian of Records, as well as the department's State (DOJ) Area Terminal Coordinator and representative.
Directs the workflow entering and leaving the Police Records Unit, Word Processing Unit, Property and Evidence Unit, and reception area, setting priorities for completion of assignments in a timely manner.
Interprets and applies rules and regulations on use and confidentiality of police records and files, in accordance with existing laws and department policies; approves the release or inspection of police reports and files; ensures compliance with federal and state audits.
Responds to Public Records Requests pursuant to the California Public Records Act (CPRA) and maintains department files to ensure compliance with all applicable CPRA requirements.
Maintains training manuals and updates resource materials; ensures appropriate training is provided to support personnel to maintain compliance with state and local laws.
Researches, compiles and analyzes data for special projects; maintains data and prepares a variety of reports for submission to state and federal authorities.
Maintains effective working relationships with local, state and federal law enforcement and other agencies on criminal justice matters.
Submits recommendations to the budget for assigned responsibilities; monitors budget expenditures.
DISTINGUISHING CHARACTERISTICS:
This classification is distinguished from the Police Records Supervisor in that it serves as a second-level supervisor of paraprofessional staff and provides supervision to multiple units including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures and oversees assigned unit operations and services.
SUPERVISION RECEIVED/SUPERVISION EXERCISED:
Supervises paraprofessional and support staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of any unusual or irregular issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management.
This position reports to an Assistant Police Chief overseeing the Administrative Services Bureau within the Police Department.ESSENTIAL DUTIES:
This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.
The following are the minimum qualifications necessary for entry into the classification:
EDUCATION:
Bachelor’s Degree in business or public administration, criminal justice, police science, law enforcement or related field
EXPERIENCE:
Five years of directly related experience.
LICENSING/CERTIFICATIONS:
Valid Class C California Drivers License
Must be able to speak and understand English to effectively communicate with fellow employees, customers, and vendors
APPLICATION PROCESS:
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