Police Word Processor

City of Oxnard’s Police Department

is seeking a Police Word Processor to administratively support law enforcement field operations and the public we serve.

• Type 50+ words per minute
• Transcribe dictated audio data into typed reports
• Review data entries for accuracy
• Format data for correct grammar, punctuation and spelling
• Review and correct criminal codes to match description of criminal activity
• Work with internal personnel to ensure the completion of report processing
• Meet deadlines to coincide with court dates and priority report requests
• Make sure reports meet criteria of NIBRS for reporting to the FBI

Police Records Technician

Receives close supervision and specific direction regarding assignments and deadlines.

This classification is distinguished from the Police Records Technician, Senior in that it performs routine records retrieval and maintenance. Word Processors are the final review point for crime reports they have transcribed based on the officer’s entries and dictation. This position requires continuous study and an in-depth understanding of criminal codes in order to catch errors. Word Processors ensure accuracy in crime reporting and are in direct support of field officers and other in-house personnel.

Police Department personnel in Word Processing are required to work a variety of shifts. Shifts will include nights, weekends, and holidays. In addition, this position may be required to work additional hours in response to peaks in workloads and changes in department needs. This position requires participation in a standby/on-call rotation. Timely response to urgent issues is expected during on-call periods.

This position is governed by the overtime provisions of the federal Fair Labor Standards Act and is eligible for overtime pay.

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• Processes law enforcement-related paperwork; enters, updates, processes, verifies, transcribes, word processes, and maintains police records, database information, forms, applications and/or dictated reports; reviews or contacts appropriate resource for clarification of information provided; and verifies accuracy and completeness of forms and information provided.
• Provides customer service by responding to inquiries and information requests from the public, law enforcement officers and/or other agencies; provides information in accordance with applicable laws, policies and procedures; may collect fees; refers more complex or specialized requests to appropriate resource.
• Performs routine data queries; compiles data from logs, system records and related information; and prepares routine reports.
• Performs other duties of a similar nature and level as assigned.

• Transcribe, format, and process reports dictated or typed by sworn personnel. Prioritize dictations by offense level according to court hearing dates and investigatory needs. Contact officers and detectives to clarify unclear or problematic dictation. Edit reports for spelling and grammar.
• Audit mobile field entries for accuracy and completeness. Contact officers reference missing or incorrect fields. Possess knowledge and understanding of police reporting procedures per California law code sections and statistical reporting requirement (NIBRS).
• Possess an in-depth knowledge of the necessary data elements required by the DOJ and the FBI in order to accurately report the crime data for NIBRS reports. Correct all errors prior to pulling the data for I  reporting to achieve a 3% or less error rate.

The following are the minimum qualifications necessary for entry into the classification:

• High School Diploma or GED

• Two (2) years of related experience

• California Law Enforcement Telecommunications certification within one year of appointment
• 5-minute typing certificate (Test results including errors to be at minimum 50 words per minute) must be…