Police Records Technician

at  City of Antioch

DESCRIPTION

The City of Antioch is a full-service municipal agency serving a population of more than 114,000 residents. The police department is authorized a sworn staff of 115 officers and 33 non-sworn employees, which includes Dispatchers, Community Services Officers and Administrative Support staff. The department is comprised of two divisions: Support Services and Field Services. The Field Services Division includes Patrol, Community Engagement, and Traffic Bureaus. The Support Services Division consists of Administration, Dispatch, Investigations, Special Operations, and Records. Antioch is the only city in Contra Costa County with its own animal shelter and services, both of which also fall under the purview of the police department.Record’s Mission Statement
The Antioch Police Department’s Records Bureau is committed to providing prompt and courteous customer service with dedication to professionalism, integrity, and innovation. We strive to maintain a high quality of service to our department, our citizens, and to others.

SUMMARY DESCRIPTION

Under general supervision, performs a wide variety of general and/or specialized office support, clerical, and technical work in support of Police Department operations; collects, indexes, processes, maintains, retrieves, copies, and distributes confidential law enforcement data and information; performs a variety of record keeping functions including processing police reports; provides assistance to the public at the front counter and over the telephone; and provides other support and assistance to other functions and activities of the Police Department.

KNOWLEDGE OF:

• Modern office procedures, methods, and equipment including computers and multi-function copiers.
• Computer applications such as word processing, spreadsheet, and database applications.
• Automated law enforcement information systems and procedures.
• Law enforcement records management principles, procedures, techniques, and equipment.
• Basic police terminology.
• Public and agency procedures and methods for providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.
• Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures.
• Customer service principles and practices.
• Methods and techniques of proper phone etiquette.
• Principles and procedures of record keeping and filing.
• Basic mathematical principles.
• Basic principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.

EDUCATION/TRAINING:

• Equivalent to the completion of the twelfth grade supplemented by clerical training.

EXPERIENCE:

• Two years general clerical experience that demonstrates a general aptitude for working with the public in a multi-task law enforcement environment.
• Direct law enforcement experience is preferred.

THE FOLLOWING DUTIES ARE TYPICAL FOR THIS CLASSIFICATION. INCUMBENTS MAY NOT PERFORM ALL OF THE LISTED DUTIES AND/OR MAY BE REQUIRED TO PERFORM ADDITIONAL OR DIFFERENT DUTIES FROM THOSE SET FORTH BELOW TO ADDRESS BUSINESS NEEDS AND CHANGING BUSINESS PRACTICES.

• Perform a wide variety of technical and clerical duties in support of departmental operations including those related to collecting, indexing, processing, maintaining, retrieving, copying, and distributing confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas.
• Enter, maintain, and retrieve data, reports, and information into and from a variety of automated law enforcement records systems; enter police reports and citations including names, vehicles, property, dispositions, and classification of charges.
• Process, track, and distribute subpoenas and coordinate court appearances for all Antioch Police Department personnel; enter data into subpoenas database; determine officer’s availability; maintain availability log; distribute subpoenas; communicate to officers when court appearances are canceled.
• Process various reports, citations, information, warrants, subpoenas, requests, and related paperwork to departmental staff, other law enforcement personnel, insurance companies, citizens, and other agencies and organizations.
• Prepare and process police reports and related documentation for submittal to the District Attorney’s Office for prosecution.
• Assist, provide information, and respond to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; forward calls to appropriate personnel; take and provide phone messages; respond to public inquiries for information regarding police reports and other matters; ensure that the release of records follows state, federal, and local laws.
• Implement and maintain police file and record management systems and programs, including organization, destruction and transformation to micro-imaging, scan reports and other documentation into an electronic database.
• Type correspondence, reports, forms, statements, and other confidential and specialized documents from drafts, notes, dictated tapes, or brief instructions; compose letters and other documents as necessary.
• Perform a review of police reports, including but not limited to UCR coding, and appropriate crime classifications; may conduct comparative statistical analysis of computer-generated reports to ensure accuracy of information; may prepare state and federal mandated reports.
• Perform general clerical duties including data entry, distributing mail, filing, and reconciling cash drawers; order and maintain assigned office supplies.
• Perform related duties as required.