Police Records Specialist

Overview

The Anaheim Police Department is accepting applications for full and part time Police Records Specialist I to support the Records Section. The ideal candidate is self-motivated and someone who can multi-task and work in a fast-paced environment. Experience performing records and/or clerical work in a public safety environment is desirable. Police Records is a 7-day operation. Candidates must be able and willing to work all shifts, which includes regularly scheduled holidays, evenings, and weekends.

• Types logs and forms such as memoranda, form letters, envelopes, police clearances, licenses and permits, declarations, court appearance calendars, and misdemeanor complaints using a computer keyboard.
• Duplicates materials and distributes to other agencies/departments.
• Responds to faxed requests for information by researching, collecting and disseminating authorized information to other law enforcement, governmental and social service agencies.
• Responds to officers  requests for information by using microfiche reader, printer, optical retrieval system and accessing various computer systems.
• Retrieves, enters, and modifies data in the automated County, State, and Federal databases teletype from forms or verbal direction over telephone.
• Researches, retrieves, and prints information contained within the automated Records Management System (RMS) and the Computer Aided Dispatch system (CAD).
• Monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness.
• Enters a variety of information such as personal identifiers, vehicle information, property descriptions, serial numbers, criminal offense codes, tattoos, etc. 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 investigative unit.
• Files hard copy materials numerically and/or alphabetically into established filing system.
• Inquires, collects and enters information regarding private party impound and repossessed vehicles gathered over the telephone into the automated RMS and the State automated Stolen Vehicle System (SVS).
• Assembles materials and prepares misdemeanor citation packets for court.
• Retrieves, prints and duplicates documents utilizing microfilm reader, optical retrieval system, Records Management System and hard copy files.
• Receives and sorts incoming mail; removes cash and checks, keeping log of receipted amounts and requestor information in an Access program. Determines requests that require detective approval, forwards and maintains Access log for tracking and follow-up.
• Maintains regular contact, via correspondence and phone, with insurance companies and individuals requesting reports.
• Maintains the confidentiality of all information assimilated and utilized on the job.
• Consults legal and governmental resource materials as needed.
• Answers phone inquiries from the public and other law enforcement and governmental agencies; and assists the public, other law enforcement and governmental personnel at the service counters.
• Trains records personnel in the performance of assigned duties.
• Processes record sealings requiring research and collection of any correlating documents throughout department, deletion of indexes, sealing and storage of record until ordered destruction.
• Accepts, researches and collects documents for production of records for Civil, DMV, Workers Compensation State Board and other agency subpoenas; coordinates with law office staff and copy companies, prepares declaration; maintains log.
• Coordinates with background investigators, other departmental and City personnel for processing of applicants (internal, external and business) and sex, arson and narcotic registrants; processes and maintains electronic and hard copy files, issues permits.
• May be assigned to North Court (Fullerton) on a special assignment basis.
• Perform related duties and responsibilities as required.

Performing varied record keeping, other general clerical work, and assisting the public.

Modern office equipment and procedures;
English usage, spelling, grammar and punctuation; filing procedures (alpha and numeric); basic math; basic record keeping procedures; and telephone procedures and etiquette.

Learn teletype procedures, rules and regulations; learn police terminology and law enforcement codes; learn to operate microfilm/fiche retriever, optical disk filing system, CLETS/NLETS teletype system, automated RMS and automated Telephone Reporting Center system (TRC); read, understand and apply difficult materials; maintain filing systems; operate a computer keyboard with accuracy; proofread text and data fields for accuracy and compliance with entry…