Police Records Specialist II
City of Palo Alto - Palo Alto, CA

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Reports To:
Supervisor, Police Services

Purpose of Classification

Under general supervision, perform complex specialized recordkeeping and tasks related to police functions by using automated and manual systems, requiring a thorough knowledge of departmental procedures, the criminal justice system and the frequent use of independent judgment.

Distinguishing Characteristics

This is the journey level class of this series. For allocation to this classification, duties must be directly related to police functions. The precise nature of the duties may vary according to assigned area and may include: data entry and retrieval, preparation of cases for court, warrant processing, heavy public contact in person or by telephone, preparation of reports, fingerprinting, knowledge of statutes governing confidentiality of police records and liability involved, as well as, use interpersonal skills in dealing with irate persons and emergency situations. This class is distinguished from the Police Records Specialist I classification by the performance of the full range of duties as assigned including performance of duties that require the knowledge of general City procedures as well as a knowledge of department policies and procedures. It is distinguished from the Lead Police Records Specialist in that the latter class performs more complex and/or specialized police support work duties and serves as a working leader of clerical employees in assigning and reviewing clerical work.

Essential Duties:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
  • Enter accurate data into local, state, and national computer systems
  • Operate office machines and equipment such as a typewriter, telephone, calculator, copy machines and computer
  • Access multiple computerized systems by entry and retrieval of data for law enforcement purposes

Duties specific to positions assigned to Records Section:
  • Greet public and assist according to needs
  • Provide copies of incident reports, refer to City departments, interpretation of Penal, Vehicle and Municipal Codes, and general information, (i.e., directions to court, city locations, dates and times of City functions.)
  • Receive citizen complaints, prepare reports and/or make referral to appropriate staff members
  • Provide information requested by telephone in a prompt and courteous manner
  • In accordance with the Vehicle Code or Palo Alto Municipal Code, release vehicles upon proof of legal ownership
  • Prepare police reports for minor incidents received in person or by telephone, (i.e., petty thefts, lost property, annoying phone calls, traffic accidents)
  • Process police reports by extracting information and updating computer data, provide copies for other divisions, courts and other criminal justice agencies and files for future retrieval
  • Receive warrants from court and review to ensure complete and accurate information is provided
  • Send warrant notification letters to offenders. Conform and verify warrant information with other law enforcement agencies
  • Distribute warrants to field officers for service and maintain service records, updates warrant status in computer systems. Review and purge warrants according to a set schedule.
  • Collect and process bail, set court appearance date and time and forward to court of jurisdiction
  • Maintain and update records of various types of transaction, such as the bail account and credit card transaction reconciliation
  • Seal and purge records in compliance with court orders and state statutes
  • Fingerprint, photograph, establish and maintain files for persons required to register for sex, narcotics and arson offenses
  • Fingerprint and photograph arrested offenders and forwards to the Department of Justice.
Duties specific to positions assigned to Automation Section:
  • Code crime reports using national Uniform Crime Reporting (UCR) standards which includes offense and property codes
  • Code citations, accident and other reports according to violation type and other pertinent information
  • Enter data into computer system to build a data base which will provide information for statistical reports, criminal activity, crime analysis, tracking offenders, management of records, workload distribution, tracking officer activity and special searches as required
  • Enter and update data into the State and FBI computer databases (CLETS/NCIC.)
  • Update files according to supplemental information received
Related Functions:
  • Respond to inquiries pertaining to policies, rules, regulations and procedures governing the release of criminal offender information and police reports
  • Handle situations which may occur with irate persons either by telephone or personal contact
  • Recognize and take appropriate action in emergency situations whether in person or received by telephone
  • Generate computer reports as required
Perform related duties and responsibilities as required

Minimum Qualifications:

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills and abilities which would typically be acquired through: (may vary depending upon assigned area.)

Equivalent to graduation from high school, one year of general clerical experience, plus one year of clerical experience in a police department setting comparable to that of a Police Records Specialist I with the City of Palo Alto.

Special Requirements:

  • Must successfully pass a background investigation.
  • Must be willing to work off-hours and be willing to work weekend and holiday shifts

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