Police Records Technician

Position Information

The City of Pittsburg is seeking quality candidates who are detail-oriented, have great interpersonal skills, and will enjoy a challenging customer service role that is engaging with the community for the role of POLICE RECORDS TECHNICIAN.

The Police Records Technician performs a variety of law enforcement support work in the Police Department in a fast-paced environment with frequent interruptions. This position gathers, enters, maintains, retrieves, and distributes confidential law enforcement data and information; performs a variety of record keeping functions including processing police reports, citations, warrants, and subpoenas; provides punctual and timely assistance to the public at the front counter and over the phone; work extensively with police officers for record request and training updates; ensure release of records according to state, federal, local laws, keep track of deadlines on several calendars for critical records related-items; review reports assist with maintaining records, and performs other duties as assigned. Incumbents often participate in community outreach events with police officers for fundraisers, charities, recreation sporting activities, and public education.

Successful candidates will complete a 12–18-month training plan that includes understanding and application of related software programs, front counter support, subpoenas, citations, document release, warrants, records management system, background checks, and other related records and office support training. Incumbents must be able to work flexible hours including evenings, weekends and split shifts. Due to the nature of work, this is not a remote job.
Ideal Candidate for Police Records Technician

Examples of Duties

Duties include but are not limited to the following:

• Assist department personnel with a variety of office support functions; maintain various log books; receive mail/packages and open, sort and distribute; update warrant board; assist and provides information to the public in person at the business counter and by telephone; take and provide phone messages for officers; fax, mail, scans materials and records; maintain accurate records as they relate to individual files, criminal history information, or other records; answer phones, schedule, calendar activities and appointments, including following up on court ordered bookings, registrant booking and information, with other city staff and agencies.
• Prepare variety of letters, forms, memoranda, records, and reports; process, review, audit, approve, records and case review; research and prepare variety of periodic data and reports; copy materials; maintain filing systems; screen/escort visitors; order and maintain office supplies and equipment.
• Demonstrate a full understanding of applicable policies, procedures, and work methods associated with assigned duties, including California Incident Based Reporting System (CIBRS) requirements as mandated by Department of Justice.
• Enter and maintain accurate data and information into the California Law Enforcement Telecommunications System (CLETS), verify documents through CLETS and other means for vehicle releases; run various records for background checks; assist officers with RMS checks, verify information in the records management system to process local criminal history checks and clearance letters; including stolen vehicles, missing and unidentified persons and domestic violence restraining orders; enter and retrieve information from a variety of state and local automated systems; validate selected records from the Department of Justice files including vehicles, firearms, warrants and other.
• Photocopy and distribute crime, incident, arrest and accident reports to the general public and various agencies such as the Department of Justice (DOJ), California Highway Patrol, District Attorney, Department of Motor Vehicles (DMV) and insurance companies; prepare misdemeanor/felony prosecution packets for the District Attorney’s Office including crime report, amendment information and supporting documents such as criminal history, DMV driving history and drug analysis results.
• Collect payment for reports, vehicle releases, fingerprinting, and other matters; prepare and issue receipts.
• Process all subpoenas received by the Police Department for criminal and traffic court; enter subpoenas into Police Department court log, update, log based on information received for the District Attorney's Office for cases that are continued, trailed, vacated, or pled; audit cases, contact all officers listed on subpoenas and notify officers of court case change of status; print court log each day; notify certain subpoenas; collect all signed subpoenas from officers and enter into log; forward subpoenas back.
• As assigned, provides CLETS training to all new Police Department personnel as required by the Department of Justice; records and maintains records on employee training on the CLETS test.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of excellent customer service.
• Apply federal, state and local laws related to release of information; may assist in handling complex and difficult situations involving the interpretation of regulations and operating procedures; resolve service issues and complaints.
• Attend and assist with special events, activities, and participate in offsite training.
• Represent the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Foster an environment that embraces integrity, service, inclusion and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Performs related duties as assigned

Qualifications

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

Education:
The equivalent to completion of the twelfth grade. Supplemental coursework related to business, office administration, or public administration is desirable.

Experience:
Two years of experience providing administrative/office support and demonstrates a general aptitude for working with the public in a multi-task law enforcement environment.

Special Requirement:
Incumbents will be required to complete DOJ Telecommunications training for full access operator, and complete Police Officer Standards and Training (POST) Records Clerk course within one (1) year of appointment. Possession of at the time of hire and continued maintenance of a valid Class C California driver’s license is required.

Other Requirements:
Physically and mentally capable of performing the functions of the job, including but not limited to those summarized in Example of Duties.

Special Requirements:
Successfully pass an extensive non-sworn public safety background investigation that may include, but is not limited to, review of personal history statement, background interviews, reference checks, polygraph examination, psychological evaluation, and Livescan fingerprinting.

Working Conditions:
Work is performed primarily in a standard office environment with extensive public contact and constant interruptions; may be required to work evenings, weekends and split shifts.

Knowledge of:

• Modern office practices, methods, and procedures; modern office equipment, computers and applicable software.
• Proper English, spelling and grammar; public and agency desk procedures and methods of providing services and information.
• Applicable federal, state, and local laws, codes and regulations, including the Public Records Act; automated law enforcement information systems and procedures; methods and techniques for record keeping.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

• Perform responsible and confidential support work involving the use of independent judgment.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Interpret and apply departmental rules and policies.
• Operate and use modern office equipment and technology, including computers and applicable software and specialized automated law enforcement information systems.
• Understand and carry out oral and written instructions and prioritize workload to meet deadlines.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Utilize appropriate safety procedures and practices for assigned duties.
• Work a flexible schedule including evenings and weekends and split shifts as needed.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Organize and prioritize work assignments
• Perform a variety of work with speed and accuracy.
• Handle information of a sensitive and confidential nature and maintain confidentiality.
• Type accurately at a rate of at least 40 net words per minute.
• Communicate effectively, tactfully, positively in both oral and in written communication.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Contribute effectively to the accomplishments of City goals, objectives and activities.

Selection Process

Applications may be submitted online at https://www.governmentjobs.com/careers/pittsburg. The City of Pittsburg utilizes a merit-based selection system. Such a system is competitive and based on broad outreach efforts and equal opportunity for qualified applicants to take part in a process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Although, a resume and cover letter provide helpful added detail in reviewing qualifications, the job application may be rejected if the sections are considered to be incomplete. You will be notified of the next steps in the process via email! In the meantime, Let’s stay in touch through social media. Follow us on LinkedIn, Instagram and Facebook.

What Happens Next?

• We will review your application and all supplemental materials to select the best qualified applicants to continue in the process. Screening will include a review of qualifications, application appraisal rating of education, training and experience and relevance of background qualifications related to the target job as well as supplemental questions if applicable.
• Applicants selected to move forward in the process may be asked to participate in any combination of the following (at any phase of the selection process): a written examination, job related exercise, physical test or job simulation, phone interview, in-person or video interview(s), and/or web-based testing.
• All offers of employment are conditional and new hires are subject to complete a pre-employment background screening that will consist of reference checks, livescan/fingerprint check and a civil check. Some positions require a medical examination, psychological examination, credit check, polygraph, drug testing, and full background investigation depending on the job characteristics. All new hires are required to show that they are eligible to work in the United States. All of these processes must be successfully completed before employment begins.
• The final phase of the selection process is the probationary period, which in most cases is twelve months.