Police Records Technician

The Position

The Police Records Technician is an exciting and fast paced position. You will be working in the heart of the Police Department with frequent contact with members of the Police Department and members of the public. The current vacancy is a full-time position.

Under general supervision, the Police Records Technician performs responsible clerical work primarily involving police records and report preparation and maintenance, and related clerical work as required.

Successful candidates will have skills and abilities such as flexibility, multi-tasking, being detail oriented, task prioritization, being a team player and an effective communicator which are necessary to work effectively in this environment with multiple legal time deadlines, sudden emergencies, workplace distractions/interruptions, and extensive interaction with members of the public often with difficult personalities. Police Records Technicians work a 4/10 schedule which may include weekends and holidays, from 6:00 a.m. to 4:30 p.m.

Recruitment #25-PD-05

Selection Timeline: (Note: The following process may be changed as deemed necessary by the Human Resources Director.)

On Thursday 10/03/24: recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:

Application - online application preferred; paper application accepted. Resumes are not accepted in lieu of filling out application form completely.

Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here should also be included in your employment history on the main application.

Week of 10/07 and 10/14/24: Applications will be competitively screened based on the minimum qualifications for this position. All applicants will be notified of their status after thorough screening of all applications has been completed.

Request for Personal History Statement: Qualified candidates will be requested via email to submit a Non-Sworn Personal History Statement form (PHS). To view this PHS form and the questions asked, You must wait until requested to submit this form, but you may review the form and reasons for disqualification. Internal candidates from SCPD will not be required to submit a Non-Sworn PHS or go through the background check again.

Personal History Statement Review: Candidates who submit their PHS forms will undergo a PHS review by Santa Cruz Police Department. Candidates who do not pass the PHS review will be notified they are not moving forward in the recruitment.

Selection interview: Candidates who pass the PHS review will be invited to selection interviews. The selection interview may include a practical in-office exam.

Candidates passing the selection interview process will continue on to a thorough background investigation including polygraph examination.

Internal candidates who are current regular SCPD employees who have already undergone and passed the background investigation will not be required to submit the PHS and go through the background check again.

POLICE DEPARTMENT PRE-EMPLOYMENT POLICY REGARDING ILLEGAL USE

OR POSSESSION OF DRUGS

The following types of drug use or possession will be considered towards the disqualification of candidates in the pre-employment selection process for all police department applicants:

A) Any adult use or possession of a drug classified as a hallucinogenic within seven (7) years prior to application for employment. (LSD, PCP, XTC, And other designer drugs)

B) Chronic or habitual abuse of marijuana or derivative.

C) Any other illegal adult use or possession of a drug listed below in the designated time frame prior to application for employment.

Cocaine 7 Years

Amphetamines 7 Years

Meth amphetamines 7 Years

Heroin 7 Years

D) Any illegal adult use or possession of a drug while employed in the capacity of a police officer, licensed security officer, military police, or as a student enrolled in college accredited courses of/or related to the criminal justice field.

E) As an adult, any illegal manufacturing or cultivating of a drug.

F) Failure to divulge to the Police Department during the background investigation any information about personal use or possession of drugs.

The disqualification of a police department candidate for the following types of illegal drug use or possession will be considered in relationship to the overall background of that individual: Any illegal adult use or possession of a drug that does not meet the criteria of the considered disqualifiers specified above; e.g., illegal usage of prescribed or non-prescribed medication or any illegal substance used by the means of injection (Steroids will be considered on a case by case basis only if the above timeline restrictions outlined in section one above has been met)

Typical Duties

(May include, but are not limited to, those duties listed below.)

Maintains a variety of numerical and alphabetical records pertaining to related police activities such as arrests, traffic citations, accident reports, warrants for arrest, alarm registrations, trespass authorization letters, bicycle licenses, field interviews, and detention reports.

Prepares and provides required documentation needed by the District Attorney in preparation for arraignment and prosecution of arrestees.

Performs various entry and maintenance transactions involving stolen vehicles, missing persons, restraining orders, stolen property, etc., within state and national law enforcement telecommunication system databases (CLETS/NLETS).

Processes crime, accident and incident reports, including quality control review and distribution.

Processes court orders for sealing and destruction of records.

Processes record requests for insurance companies, criminal justice agencies and the public.

Processes documents related to registration of sex, arson and narcotic offenders.

Types police related reports and correspondence as assigned; transcribes various police reports from audio recording into Records Management System.

Sends and receives messaging through the California Law Enforcement Telecommunications System (CLETS).

Prepares and maintains records of messaging communications and refers pertinent information to the proper police authorities for further consideration and/or necessary action.

Responds to personal or telephone inquiries from the general public, other law enforcement agencies and representatives of the judicial process regarding information on file with the police department.

Operates office equipment such as a computer, copier, cash register, and calculator as necessary.

Posts crime information to the City’s website

Verifies correction of mechanical violations on traffic citations.

Acts as the Front Desk receptionist as assigned, provides information on departmental policies and procedures, resolves problems related to assigned responsibilities, refers customers to appropriate staff as necessary.

Acts as the investigation section receptionist as assigned.

Performs other related duties that may be reasonably expected as part of this classification.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Minimum Qualifications

The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:

Education and Experience:

High school degree or equivalent; and

Two (2) years of general clerical experience, including typing and file maintenance.

Knowledge:

Standard office procedures, practices and equipment;

Proper grammar, spelling, punctuation and business correspondence format;

Filing and record-keeping systems.

Skills:

Typing skill of 45 w.p.m.

Abilities:

Proofread and edit for proper spelling, grammar, punctuation and format;

Accurately type recorded statements in final form;

Maintain confidentiality of sensitive information;

Effectively organize and prioritize own work assignments and to work with deadlines;

Establish and maintain effective working relations with City staff, outside agencies and the general public;

Communicate information clearly and concisely;

Interpret and apply administrative and departmental policies and procedures;

Understand and carry out oral and written directions;

Work independently in the absence of specific instruction;

Analyze situations appropriately and adopt effective courses of action;

Process detailed paperwork in accordance with specific procedures.

Work with numerous reference materials, including the internet;

Adapt to frequent changes in regulations, policies and procedures;

Adapt to advances in computer technology;

Pass a thorough background investigation, including polygraph examination, to determine suitability for work with restricted law enforcement documents.

Work cooperatively with coworkers in a shared-work environment.

Licenses and Certificates

Possession and continued maintenance of a valid Class C driver’s license.

OTHER REQUIREMENTS

Willingness to work varying daytime schedules as assigned, including weekends and holidays.

DESIRABLE QUALIFICATIONS

Some knowledge of law enforcement operations and practices.

Experience in data entry.

Experience in the use of a transcribing machine.

Experience in the use of Microsoft Word and Excel.

Bilingual ability to speak and write in English and Spanish.

Experience working with the public.

Career Ladder

Police Records Manager

Senior Police Records Technician

Police Records Technician