Police Records Assistant I

Classification Definition

To perform a variety of routine clerical duties in support of the Police Department records program; to process various police reports and enter data into records management system; to maintain highly confidential records; and to perform a variety of clerical duties relative to assigned area of responsibility.
DISTINGUISHING CHARACTERISTICS
This is the entry level class in the Police Records Assistant series. This class is distinguished from the Police Records Assistant II by the performance of the more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.
SUPERVISION RECEIVED AND EXERCISED
Receives immediate supervision from assigned law enforcement staff.

Essential Duties and Responsiblities

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS-Essential and other important responsibilities and duties may include, but are not limited to, the following:
1. Perform a variety of routine clerical duties in support of the Police Department records program; ensure compliance with established policies and procedures.
2. Receive, open, sort, route and distribute incoming and outgoing mail; process in accordance with established procedures and guidelines.
3. Receive, process and file a variety of documents including accident, crime and arrest reports, stolen, lost or recovered vehicles, criminal and traffic warrants, citations, warrants and related police documents, files and records; process according to established guidelines; copy and distribute to appropriate department or outside agency.
4. Receive and respond to teletype machine calls; maintain records of teletypes of received.
5. Respond to public inquiries in a courteous manner; provide information within the area of assignment; receive payments; resolve complaints in an efficient and timely manner.
6. Prepare and type a variety of correspondence, reports, forms and specialized documents from drafts, notes, dictated tapes or brief instructions; proofread other documents as needed.
7. Maintain and update accurate computerized Police Records and reports; merge duplicate name records; correct data base errors as needed.
8. Disseminate records information to department staff, outside law enforcement agencies, the public and other employees according to established guidelines.
9. Receive and process emergency calls from the general public; refer to appropriate department or agency.
10. As assigned, assist in research for records and warrants.
11. Perform related duties and responsibilities as required.

Minimum Qualifications

EXPERIENCE AND TRAINING GUIDELINES Minimum requirements as a condition of hire:
Experience: One year of administrative clerical program experience.
Training: Equivalent to the completion of the twelfth grade.
Knowledge of:
Operations, services and activities of a municipal police department records program.
Basic principles and practices of record keeping.
Mathematical calculations.
Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
Basic principles and practices of police report preparation.
Principles and practices of data entry.
English usage, spelling, grammar and punctuation.
Pertinent Federal, State and local codes, laws and regulations.
Ability to:
Learn to accurately enter police reports and other legal information into the computer.
Learn to prepare clear and concise documents and reports.
Learn to perform basic Police Records research.
Learn the rules, regulations, policies and procedures governing the release of confidential and sensitive information.
Type at a speed necessary for successful job performance.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain mental capacity which allows for effective interaction and communication with others.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment.

Supplemental Information

Application Procedure:
A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.
Selection Process:
Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.
Veterans Preference Credit Eligibility:
Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit.
E-Verify:
The City of Rialto is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.

This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.