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City of Torrance
Class Code: 1115

Class Designation: Civil Service

October 2007

Representation Unit: Torrance City Employees Assoc. 

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Police Records Technician
 

Definition

Under general supervision, performs specialized clerical duties in the preparation and maintenance of police records; provides support to Police Officers and Services Officers; responds to public information inquiries; and performs related work as required. 

Distinguishing Characteristics

Incumbents are distinguished from the other clerical and administrative positions in performing duties specifically related to the preparation and maintenance of police records.  Work requires incumbents to exercise judgment in selecting appropriate guidelines to follow; significant deviations require prior approval.  Interpretation of administrative or operational policies is necessary. 
Supervision Exercised/Received
General supervision is provided by professional and technical supervisory positions (sworn and non-sworn), including but not limited to the Police Records Supervisor.

Examples Of Essential Duties

The following duties represent the principle job duties however; they may vary depending on assignment and they are not all-inclusive.
  • Makes automated notification to Department of Justice(DOJ) state mandated programs, and manages local supporting files;
  • Assists CLETS Agency Terminal Coordinator in enforcing system compliance laws and carrying out validation and audit responsibilities;
  • Interprets documentation from Department of Motor Vehicles (DMV) and DOJ in order to verify pre-existing records for accuracy and validations; modifies as needed and makes entries of property, vehicles, firearms, protective orders, and missing persons;
  • Interacts extensively with the public, City and department personnel and other law enforcement agencies on the telephone and in person in a courteous and tactful manner;
  • Responds to requests for information in compliance with Departmental policy, legal and governmental guidelines;
  • Maintains electronic and paper crime, arrest, ad incident report files; ensuring such records are properly retained in accordance to Department policy and procedures;
  • Checks both electronic and paper documentation for completeness, accuracy and compliance with legal and other requirements;
  • Accesses various local, state and national law enforcement systems to enter and retrieve information;
  • Generates automated notifications to Department of Justice on state mandated programs and manages local supporting files;
  • Codes and enters data into an automated records management database;
  • Retrieves, assembles and disseminates reports and information from files in an accurate and timely basis from Department staff.  Types arrest reports, search warrants and related materials using word processing system to meet specific deadlines.
  • Researches and provides information by phone, in person and by mail relating to crime, arrest and traffic reports; receives, verifies and accounts a variety of fees;
  • Classifies incoming crime reports in accordance with the FBI Uniform Crime Reporting Criteria; minimizes classification errors;
  • Ensures that records release  and dissemination is handled in accordance with all applicable laws and regulations;
  • Prepares criminal statistical reports required by the Police Department consistent with established deadlines;
  • Maintains and purges reports in accordance with city and state guidelines;
  • Accepts subpoenas for service;
  • Gang Detail - May be required to obtain certification for access and inquiry to Cal Gang database to provide assistance and support to Gang Enforcement Team.
  • Examples of Other Duties

    The following duties represent duties that are generally performed by this position, but are not considered to be principal job duties:
  • Process and complies with subpoenas Duces Tecum and Discovery Orders;
  • Record sealing - Seal and expunge criminal reports in accordance with city and state guidelines;
  • Files and maintains a variety of records, forms and correspondence;
  • Perform routine clerical duties, including processing mail, ordering office supplies, collating, copying, filing and faxing information;
  • Attends division and department meetings.
  • Minimum Qualifications Guidelines

    Knowledge of:
  • Law enforcement practices and basic operations of a Police Records function;
  • Police procedures, rules, regulations and terminology and law enforcement codes as related to assigned functions;
  • Rules and regulations of the National Crime Information Center (NCIC) and the California Law Enforcement Telecommunications System (CLETS) as related to assigned functions;
  • Basic English, grammar, spelling, punctuation, vocabulary and arithmetic;
  • Filing procedures (alpha and numeric);
  • Telephone etiquette and procedures;
  • Modern office methods, practices and equipment currently in use by Department;
  • Teletype procedures, police terminology, law enforcement codes and laws applying to the release of information.
  • Ability to:
  • Understand and interpret rules, regulations and laws related to the Police Records function;
  • Interprets administrative or operational policies without immediate supervision within appropriate guidelines. Exercise independent judgment in the release of confidential records within department and legal guidelines;
  • Interact with the public and other City employees both in person and over the telephone in a courteous and tactful manner; maintain diplomacy under stressful situations;
  • Follow oral and written instructions;
  • Establish and maintain cooperative working relationships with those contacted in course of work;
  • Communicate clearly and distinctly, verbally and in writing;
  • Deal discreetly with and maintain the confidentiality of sensitive records and information;
  • Learn, retain and apply routine to complex information, Teletype procedures, police terminology, law enforcement codes and laws applying to the release of information;
  • Perform several tasks simultaneously, prioritize and meet deadlines;
  • Operate standard office machines and equipment, including word processing and other office computer equipment and applications currently in use by the Department.
  • License or Certificate

    None required.

    Education and Experience

    Any combination of education and experience that would have provided the knowledge and abilities is qualifying.  A typical way to obtaining the necessary knowledge and abilities is:
    Graduation from high school or possession of a GED Certificate.  One year of experience in public contact work.  Experience performing the accurate input of data or performing clerical of administrative support is highly desirable.

    Special Requirements 

    Performance of the essential duties of this position includes he following physical demands and/or working conditions.
    Must be able and willing to work rotating shifts and holidays.
    Must be able to successfully pass a background investigation.
    Requires the ability to exert a small amount of physical effort in sedentary to light work involving lifting and moving files, and moving from one area of the office to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as data entry and the use of calculators.  Tasks require sound and visual perception and discrimination, as well as oral communications ability.  Tasks are regularly performed without exposure to adverse environmental conditions.   
    Career Ladder Information
    Experience gained in this classification in addition to training and acquisition of additional skills may serve to meet the minimum requirements for promotion to Police Records Supervisor.