POLICE RECORDS SPECIALIST

Description

JOB SUMMARY
Under close supervision, performs a variety of clerical tasks and administrative support functions within the Records Bureau of the Police Department; and performs other duties as required within the scope of the classification.

SUPERVISION RECEIVED AND EXERCISED
Reports to: Police Records Supervisor

DISTINGUISHING CHARACTERISTICS
The Police Records Specialist is an entry-level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval. Incumbents are expected to work with some independence on the repetitive aspects of the work as employees achieve proficiency in performing their assignments. This classification differs from the Senior Police Records Specialist in the repetitive nature of assigned work and the limited degree of independent judgment exercised.

Examples of Essential Duties

• Prepares forms such as memoranda, form letters, police clearances, declarations, and other documents
• Duplicates materials and distributes to other agencies/departments; assembles police reports and other records to prepare and submit misdemeanor and felony packets for court
• Responds to inquiries by telephone, email, and in person from officers and other law enforcement and governmental agencies; researches, collects, and disseminates authorized information utilizing various computer systems; provides information that assists detectives and officers in the field in conducting their investigations; presents facts related to laws and ordinances
• Responds to questions, requests, and complaints from the public by telephone, email, and in person at the public counter in accordance with departmental procedures; receives and sorts incoming mail; researches and responds to requests from insurance companies, probation officers, parole officers, background investigators and other agencies
• Prepares and provides police records for release to the general public as required by law and in accordance with departmental procedures
• Releases recovered stolen, impounded or stored vehicles; completes the booking process of arrestees; processes temporary/permanent restraining orders; registers arson/sex offenders
• Performs basic teletype duties involving entry into CLETS/NCIC databases; responds to requests for warrant check; inquires, collects and enters information regarding private party impound and repossessed vehicles; may conduct body search of female suspects; may be required to maintain temporary control of minor children taken from unfit homes or adult offenders
• Researches, retrieves, and prints information contained within the automated Records Management System (RMS); monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness
• Enters a variety of information from several different types of documents into the automated RMS; performs complex automated quality control verification that all system required information is entered into the RMS from police reports
• Memorizes codes and abbreviations for data entry
• Scans hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate departments and agencies; files hard copy materials numerically into established filing system
• Maintains the confidentiality of all information assimilated and utilized on the job
• Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
• Maintains a regular and consistent attendance record
• Performs other related duties as assigned

The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed.

Minimum Qualifications

Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:

Knowledge of:

• City and Department policies and procedures
• Basic organization and operations of a police department
• Administrative and clerical practices which relate to filing, verifying, checking, and maintaining records
• Modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications)
• Correct English usage, grammar and punctuation
• Legal terminology; code books; and Department manuals
• Federal and state codes for release of information/confidentiality
• CLETS users guide
• DOJ POST Records manual; computer manuals
• Quality service principles and practices
• Telephone procedures and etiquette

Ability to:

• Work a variety of schedules including evenings, weekends, and holidays
• Function effectively in a complex work environment with a high level of interruption
• Learn assigned tasks readily; perform several tasks simultaneously with a high level of accuracy
• Learn police terminology and law enforcement codes
• Serve the public by telephone, in writing, and at a public counter in situations which may be stressful
• Establish and maintain effective relationships with those contacted in the course of work
• Understand pertinent procedures and functions quickly
• Produce a variety of documents
• Follow written and oral instructions
• Operate computers, teletype and other office equipment

Education: High school diploma or equivalent certificate.

Experience: One (1) year in an office environment, with computer usage and a minimum typing/keyboarding speed of 30 wpm net.

Licenses/Certifications : A valid California driver license with an acceptable driving record required at time of appointment and during course of employment.

Shift Assignment: Must be available to work all assigned shifts, including evenings, weekends and holidays.

Background Investigation: Must successfully pass a comprehensive background investigation including a polygraph.

APPLICATION AND SELECTION PROCESS

• An official on-line application must be completed in its entirety . Incomplete applications will not be accepted. PLEASE NOTE: Not all candidates may be invited to the next steps in the process, including an online performance exam and an interview; depending on number of applications received and the needs of the department .
• Applicants meeting the minimum qualifications will be sent an invitation by email to complete an online Criticall Examination. This includes testing skills required to be successful in the position. It will also include a typing test and the minimum net typing speed is 30 WPM.
• Candidates receiving a passing score on the Criticall exam will be invited to an oral board interview.
• Candidates successfully passing the written and oral exams will be placed on an employment eligible list from which hires may be made. The employment eligible list is valid for up to one year, unless exhausted sooner.
• Candidates considered for hire must undergo a comprehensive background investigation, which includes (but is not limited to) LiveScan fingerprinting, polygraph exam, credit check, reference/employer checks, DOJ and FBI checks, etc.
• Upon a conditional offer of employment, a pre-placement medical evaluation, psychological exam and drug screening must be completed with acceptable results.
• Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.
• IMPORTANT: In-house candidates who did not apply by the closing date of the promotional recruitment may apply to the "open" recruitment if applicable. However, they will compete based on the standards established for the "open" recruitment and if successful, will place on the "open" eligible list.

Our primary means of communication with applicants/candidates is sent via email; therefore, please include a valid email address on your application.

Supplemental Information

SPECIAL CONDITIONS

Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program.

Public Employee Disaster Service Worker:In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.

The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.

Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard. Must be able to actively listen to receive instruction, and verbally communicate information in order to engage with customer base, staff, and others, in person and via telephone. Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials up to 25 pounds.

Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

COMMON DISQUALIFIERS - Civilian
Please review the following common disqualifiers. If any items listed pertain to you, you will be automatically disqualified in the background investigation. You may, at this time want to screen yourself and withdraw prior to starting the recruitment process.

Illegal use or possession of drugs
The following examples of illegal drug use or possession will be considered automatic disqualifiers for applicants, with no exceptions:

• Any adult use or possession of a drug classified as a hallucinogenic within three years prior to application for employment.
• Any other illegal adult use or possession of a drug not mentioned above (including cocaine) within three years prior to application for employment.
• Any illegal adult use or possession of a drug while employed in any law enforcement capacity, military police, or as a student enrolled in college accredited courses related to the criminal justice field.
• Any adult manufacture or cultivation of a drug or illegal substance.
• Failure to divulge to the Department any information about personal illegal use or possession of drugs.
• Any drug test of the applicant, during the course of the hiring process, where illegal drugs are detected.
• The following examples of illegal drug use or possession will be considered in relationship to the overall background of that individual and may result in disqualification:
  • Any illegal use or possession of a drug as a juvenile.
  • Any illegal adult use or possession of a drug that does not meet the criteria of the automatic disqualifiers specified above (e.g., cocaine use longer than three years.)
  • Any illegal or unauthorized use of prescription medications.

Motor Vehicle Operations

• Receipt of three or more moving violations (or any single violation of a potential life threatening violation, such as reckless driving, speed contest, suspect of a pursuit, etc.) within three years prior to application. Moving violations for which there is a factual finding of innocence shall not be included.
• Involvement as a driver in two or more chargeable (at fault) collisions within three years prior to date of application.
• A conviction for driving under the influence of alcohol and/or drugs within three years prior to application or any two convictions for driving under the influence of alcohol and/or drugs.

Arrests

• Conviction of any criminal offense classified as a misdemeanor under California law within three years prior to application.
• Conviction for two or more misdemeanor offenses under California law as an adult.
• Conviction of any offense classified as a misdemeanor under California law while employed as a peace officer (including military police officers.)
• Admission(s) of having committed any act amounting to a felony (including felony-misdemeanor offenses) under California law, as an adult, within five years prior to application or while employed as a peace officer (including military police officers.)
• Admission(s) of administrative conviction of any act while employed as a peace officer (including military police officers) involving lying, falsification of any official report or document, or theft.
• Admission(s) of any act of domestic violence as defined by law, committed as an adult.
• Admission(s) of any criminal act, whether misdemeanor or felony, committed against children including but not limited to: molesting or annoying children, child abduction, child abuse, lewd and lascivious acts with a child, or indecent exposure. Acts of consensual unlawful intercourse accomplished between two minors shall not be included, unless more than four years difference in age existed at the time of the acts.
• Having any outstanding warrant of arrest at time of application.
• Conviction of a felony under Federal or California Law.

Integrity

• Any material misstatement of fact or significant admission/omission during the application or background process may be disqualifying, including inconsistent statements made during the initial background interview (Personal History Statement or Supplemental Questionnaire) or polygraph examination or discrepancies between this background investigation and other investigations conducted by other law enforcement agencies.
• Any forgery, alteration, or intentional omission of material facts on an official employment application document or sustained episodes of academic cheating.

Tattoos

• Employees shall not visibly display markings on the following body parts/areas:
  • Head, neck, ears, mouth, scalp, face, hands (exception: wedding band tattoo on ring finger)
• Markings detrimental to good order are prohibited from visibility. Inappropriate markings are not permitted to be visible including but not limited to, imagery depicting racial, sexual, discriminatory, gang related, violence, obscene language or any offensive, demeaning to persons of ordinary sensibilities or considered racist or sexist.
• Markings are prohibited from being displayed during the following:
  • court testimony, depositions, school presentations, formal community meetings, funerals
• This policy also does not apply to Police Recruits while they are attending a Police Academy or participating in Academy sponsored functions. The policy will apply to Police Recruits while they are performing any official duty, in uniform, outside of the Police Academy.

Body Art

• Body piercing or alteration to any area of the body visible in any authorized uniform or attire that is a deviation from normal anatomical features and which is not medically required is prohibited. Such body alteration includes, but is not limited to:
  • Tongue splitting or piercing.
  • The complete or transdermal implantation of any material other than hair replacement.
  • Abnormal shaping of the ears, eyes, nose or teeth.
  • Branding or scarification.

Work Traits

• Having been disciplined by any employer (including military) as an adult for abuse of leave, gross insubordination, dereliction of duty , or persistent failure to follow established policies and regulations.
• Having been involuntarily dismissed (for any reason other than layoff) from two or more employers as an adult.
• Having held more than seven paid positions with different employers within the past four years, or more than 15 paid positions with different employers in the past ten years (excluding military). Students who attend school away from their permanent legal residence may be excused from this requirement.
• Having current financial obligations for which legal judgments have not been satisfied, currently having wages garnished, or any other history of financial instability.
• Uttering any epithet derogatory of another person's race, religion, gender, national origin or sexual orientation.
• Having been disciplined by any employer as an adult for fighting in the workplace.

The City of Huntington Beach offers a comprehensive benefit package to Huntington Beach Municipal Teamsters (formerly MEA) members, including:

The SALARY RANGE is composed of seven steps. Merit step increases are based on satisfactory performance.

PROMOTIONS within the City are based upon the merit system principles emphasizing individual ability and utilizing competitive examinations.

TWELVE PAID HOLIDAYS provided per year.

GENERAL LEAVE with pay of 176 hours is granted to regular full-time employees. After four years' service additional general leave hours are earned, up to 256 hours after fifteen years' service.

EDUCATIONAL INCENTIVE PLANS are available for eligible employees to develop their knowledge and abilities.

GROUP INSURANCE PROGRAMS are available to eligible City employees. These programs include medical, dental, vision, long-term disability, life and accidental death and dismemberment insurances.

FLEXIBLE SPENDING ACCOUNTS are available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses.

RETIREMENT BENEFITS are provided by the California Public Employee's Retirement System. Every regular employee becomes a member immediately upon employment. Effective January 1, 2013, the Public Employees' Pension Reform Act will apply to new members of CalPERS. A new member is defined as a new hire who is brought into CalPERS membership for the first time on or after 1/1/13 and has no prior membership in a California public retirement system; is not eligible for reciprocity with another California public retirement system; or is rehired by a different CalPERS employer after a break in service of greater than six (6) months. All employees hired on or after January 1, 2013 will be subject to CalPERS membership review for applicability of PEPRA. Employees enrolled in CalPERS prior to January 1, 2013 are considered classic members.

The benefit formula, final compensation period, and member contribution rate is as represented below:

Classic Miscellaneous Members:
Benefit Formula Miscellaneous 2.5% at age 55
Final Compensation Period 1-year Final Compensation
Member Contribution Rate 9.0% of Reportable Compensation

New Miscellaneous Members under PEPRA:
Benefit Formula Miscellaneous 2% at age 62
Final Compensation Period 3-year Final Compensation
Member Contribution Rate 8.25% of Reportable Compensation (eff. 7/1/23)

DEFERRED COMPENSATION: Two voluntary deferred compensation 457 plans are available.

CREDIT UNION membership is available to all City employees and provides access to low interest loans.

FLEXIBLE WORK SCHEDULES: Employees will have the option of working a 5/40 or 9/80 work schedule with Supervisor and Department Head approval. Employees assigned to the Police Department shall retain the option of working the 4/10 work schedule with Supervisor and Department Head approval. In order to maintain service to the public, departmental effectiveness, productivity and/or efficiency, a Department Head may assign an employee a different work schedule that is in compliance with the requirements of FLSA with City Manager approval.

An Agency Shop Agreement exists between the City of Huntington Beach and the Huntington Beach Municipal Teamsters (HBMT). As a result, employees in classifications represented by the HBMT are required, no later than 30 days after commencing employment, to either opt out or become a dues paying HBMT member. All dues are collected via payroll deduction and distributed directly to HBMT for processing.

NOTE: The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained herein may be modified or revoked without notice.

For a more detailed overview of the benefits, review the Memorandum of Understanding and Side Letters at: MEMORANDA OF UNDERSTANDINGS Click on the links under "Huntington Beach Municipal Teamsters" or "Municipal Employees' Association".

Closing Date/Time: 10/24/2024 5:00 PM Pacific

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• City of Huntington Beach

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