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Police Records Specialist

Chula Vista, California
Job Type
1 Oct 2021
Description and Essential Functions Benefits Supplemental Questions

To provide office support work related to police records and similar law enforcement functions.

Essential Functions: Functions may include, but are not limited to, the following: staff the front counter at the Police Department to assist and provide information to visitors, law enforcement officers, and outside agencies; receive non-emergency calls from the public and provide information regarding the department, programs, policies, and procedures; break, sort, and organize citations and other police documents for the court; review documents for errors or omissions and refer to appropriate issuing officers for correction; maintain records and files of citations, warrants, arrests, crime cases, and related police records; retrieve and make copies of accident, crime and arrest reports; respond to requests for copies of police reports in accordance with established Police Department, Federal, and State policies and procedures for processing and dissemination; code and tally data from police records and reports; prepare periodic statistical reports for management review; provide clerical support for assigned special projects; collect and account for fees charged for licensing, fingerprinting, releasing copies of reports, vehicle impound releases, vehicle repossession releases, parking violations, Visa letters, call tracking, and subpoenas; ensure confidentiality of information is maintained according to applicable laws, rules, regulations, and administrative orders; determine proper authority of callers and release criminal record information to law enforcement and other government agencies; inspect motor vehicles to ensure compliance with mechanical and other citations and then sign to clear the citation; verify current registration and proof of ownership and release impounded vehicles; type correspondence, reports, forms, and other police documents from drafts, notes, dictated tapes, or brief instructions; proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation and spelling; retrieve and release results of laboratory analysis of blood and urine tests in accordance with law enforcement regulations; obtain fingerprints of registrants and non-criminal applicants for various purposes; scan and route documents and assist with maintenance of the Police Department's Laserfiche system; build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service; perform related work as assigned.

Minimum Qualifications:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be two years of general clerical or office specialist experience which has included contact with the public and training equivalent to the completion of the twelfth grade. Some law enforcement office support experience is desirable.

Typing Certificate (Required at Time of Application):

Certification of ability to type at a net rate of 35 net words per minute is required at time of application. The typing certificate must be issued within the past twelve months prior to our receipt of application and must be attached to the on-line application. Applications received without a typing certificate will be immediately disqualified. Please note that self-certification using keyboard software and/or online typing certificates will not be accepted. For additional information on the type of typing certificate needed or locations, please click here.

Knowledge, Skills and Abilities / Physical Demands and Working Conditions: Knowledge, Skills and Abilities:

Knowledge of: applicable laws, rules, regulations and administrative orders relating to the maintenance and release of police records; police dispatching codes and terminology; the general criminal justice system and its basic proceedings; office practices and procedures including filing and the operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; basic record keeping principles and procedures; basic data processing principle applications; basic business arithmetic. Ability to: perform detailed clerical work accurately, including filing, organizing, and maintaining office records and files; intermittently review documents related to department operations; observe, identify, and problem solve office operations and procedures; understand, interpret, and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff; make accurate arithmetic calculations; use initiative and sound independent judgment within established guidelines; operate standard office equipment, including computer equipment; prioritize work and coordinate several activities; type at a speed of 35 Net Words Per Minute; obtain clear fingerprints; pass detailed background investigation; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands and Working Conditions:

On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; lift or carry weight of 10 pounds or less.

Additional Information: Recruitment No.

To be considered, applicants must submit a City Application by 5:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail. If e-mail address is unavailable, notifications will be sent via standard U.S. mail.

Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration.

The eligibility list established as a result of this recruitment will be for a duration of six (6) months unless otherwise extended.

Vaccination Requirement for Candidates Seeking City Employment

The City of Chula Vista has adopted a policy that requires all candidates for City employment to be fully vaccinated for COVID-19, including variants, prior to being employed by the City, subject to limited exceptions. The City of Chula Vista adopted this vaccination policy as an emergency public health response to mitigate the negative public health consequences associated with increased incidence and test positivity rates and the prevalence of new virus variants, including increased hospitalizations, intensive care unit admissions, and deaths.

As such, candidates seeking City employment will be required to: (1) be fully vaccinated (two weeks after completion of the entire recommended COVID-19 vaccination series) and (2) submit a copy of their COVID-19 vaccination card prior to their start date, unless a reasonable accommodation request for a medical or religious exemption has been approved.

Pre-Employment Backgrounds Investigation

Successful candidates must undergo a thorough background investigation. There are certain types of conducts which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" below to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.

Pre-Employment Disqualifying Criteria: Click here.
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  • Job Reference: 386582012-2
  • Date Posted: 1 October 2021
  • Recruiter: Otay Recreation Ctr
  • Location: Chula Vista, California
  • Salary: On Application
  • Sector: Government & Defence
  • Job Type: Permanent