Records Manager jobs in Santa Ana, CA

This recruitment is open until filled and may close at any time. 

The City of Tustin Police Department is currently seeking applicants for Police Records Specialist. To be considered, a city application, supplemental questionnaire, AND typing certification (40 nwpm) must be submitted. For typing certification requirements, CLICK HERE.

THE TUSTIN POLICE DEPARTMENT:

The Tustin Police Department is committed to serving the community in meaningful ways and enjoys a reputation for professional excellence. The TPD strives to maintain the highest standard of professional ethics and personal integrity and remains dedicated to achieving excellence in performance throughout the organization and in the community through the quality of its personnel. It continues to be the TPD's mission to have employees who are ethical, dedicated and loyal to the department and the profession. If you desire a career in public service, are a motivated self-starter, and are willing to be a part of a creative problem solving team, apply to join the TPD as a Police Records Specialist.

THE POSITION: 

The Police Records Specialist is a journey level civilian classification assigned to perform a variety of administrative and clerical support duties in the Police Department. An employee in this classification prepares, processes, and retrieves police records, data and reports while observing and enforcing strict security regulations and procedures; answers questions and provides information and assistance to police staff, law enforcement agencies, and the general public; and provides general clerical assistance to department personnel. In contrast with general office support classifications, the Police Records Specialist requires thorough knowledge of laws, codes, and regulations governing the maintenance and release of confidential and sensitive police records and information. Though prior law enforcement experience is not required at time of entry into the classification, the employee is expected to perform the full range of duties at the conclusion of the probationary period, which includes extensive departmental training.

Duties may include, but are not limited to, the following:

• Processes, maintains, and updates a variety of departmental files, records, and databases on warrants, citations, arrests, criminal cases, investigations, employee training records, employee performance evaluations, and related police data; operates electronic records management system, California Law Enforcement Telecommunication System (CLETS) and National Crime Information Center (NCIC) law enforcement network systems, and/or standard business software to enter and retrieve crime data

• Electronically scans, indexes, and files accident, crime, and arrest reports, warrants, citations, and other police data; organizes records in alphabetical, numerical, chronological, or subject matter classification

• Researches, retrieves, compiles, and copies information from police records to assist police field personnel with ongoing investigations and operations; prepares records for court packages; performs background checks; processes requests for police reports, citations, and other information from the public and other law enforcement personnel

• Compiles, tabulates, and verifies information and statistical data pertaining to arrests, cases, and other departmental operations; prepares related statistical and summary reports for use by police personnel and the court system

• Completes, collects, organizes, and distributes forms, informational materials, and other paperwork for departmental staff, courts, and law enforcement agencies; checks forms, records, reports, and files for accuracy, completeness and conformance to departmental policies and procedures

• Types, completes, and distributes a variety of letters, memoranda, notifications, and general correspondence

• Assists the public and other law enforcement agencies at the counter and over the telephone; responds to questions, complaints, and requests; provides information regarding departmental procedures and regulations involving police records, criminal violations, and impounded vehicles; directs callers to appropriate parties as necessary

• Receives and tracks subpoenas received from the District Attorney's Office; coordinates officer court appearances

• Performs criminal booking processes by photographing and fingerprinting detainees using digital fingerprinting and photography equipment; fingerprints City job applicants to assist with the administrative screening process

• Issues commercial and residential burglary/robbery alarm permits; accepts and processes payment for permits

• Sorts and distributes departmental mail; processes invoices for payment; assists with departmental payroll records

• Performs physical searches of female detainees (matron duties) as necessary

• Provides a variety of administrative support to departmental personnel; arranges meetings, coordinates travel arrangements, and takes phone messages

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification.  A typical combination includes:

Education and/or Experience:

Graduation from high school; and two (2) years of general clerical or records management experience.

Knowledge of:

• Principles and procedures of records management, including alphabetical, numerical, and chronological filing systems

• Standard business software, including word processing, spreadsheet, database, and scanning programs

• Proper English usage, spelling, grammar and punctuation

• Federal, state and local laws, codes, and regulations governing the maintenance and release of police records and information

Skill to:

• Operate various types of standard office equipment including a personal computer and related software

Ability to:

• Plan, organize, supervise, assign, and evaluate the work of others

• Interpret, explain, and apply pertinent federal, state and local laws, codes, ordinances, and regulations

• Communicate clearly and concisely, orally and in writing

• Understand and follow oral and written instructions

• Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence

• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines

• Establish and maintain courteous and effective working relationships with coworkers, management, government officials, the public, and others encountered in the course of the work

• Type accurately at a speed of at least 40 net words per minute 

• Maintain confidentiality of sensitive information

• Effectively handle multiple priorities, organize workload, and meet strict deadlines

• Perform basic arithmetic computations with speed and accuracy

• Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner

Licenses and/or Certificates:

A valid California Law Enforcement Teletype Systems (CLETS) certificate is required within six (6) months of employment.

Special Requirements:

Satisfactory results from a background investigation, physical examination, and administrative screening. Required to work rotating shifts that are typically ten (10) or twelve and one-half (12 ½) hours per day and which may include evenings, weekends, and holidays. Bilingual skills are highly desirable.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; reach with hands and arms.  Employees are frequently required to walk and stand and to lift and move records and documents weighing up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee works in a paramilitary environment with a highly structured chain-of-command system.

Mental Demands:

While performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with staff, other law enforcement officials, and the general public. The employee may be exposed to explicit and unpleasant information contained in police records.

Work Environment:

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels. The employee may be exposed to individuals under arrest when fingerprinting and photographing arrestees and/or physically searching female arrestees.    

TYPING CERTIFICATION REQUIREMENTS:

This position requires a typing speed of 40 net words per minute.  For typing certification requirements and instructions, please CLICK HERE.
 
The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.