Police Records Specialist II

City of Santa Clara, CA - Santa Clara, CA

Final Filing Date: Wednesday, February 6, 2019
To be considered for this position, candidates must submit a 1) City Employment Application and 2) Typing Certificate showing ability to type 30 net wpm, dated no earlier than 6 months prior to application filing (Click here for Typing Certification Information Flyer). Incomplete applications will not be accepted.

Meeting the minimum qualifications does not guarantee admittance into the examination process. Only the most qualified candidates who demonstrate the best combination of qualifications in relation to the requirements and duties of the position will be invited to test.

Depending on the applicant pool, it is possible that only a limited number of applicants will be invited to the written examination. Depending on logistical considerations and the size of the applicant pool, it is possible that only those candidates scoring highest on the written examination will be invited to participate in the oral examination. Candidates who pass the written examination but do not earn an invitation to the oral examination will remain eligible to participate in a future oral examination if deemed necessary by the City. Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview will be required prior to appointment.
Typical Duties: Duties may include, but are not limited to, the following:

Under general supervision:
Performs complex specialized recordkeeping and tasks related to police functions by using automated and manual systems
Completes and types/transcribes a variety of material such as written or dictated reports, arrest reports and/or fingerprint cards, and correspondence from recorded information, rough drafts, marginal notes, or verbal instructions
Checks, indexes, updates, routes, and files reports, correspondence, records, and citations
Answers inquiries and complaints from the public at the counter and by telephone, providing and obtaining information in accordance with prescribed policies and regulations, and obtains pertinent information regarding complaints in accordance with prescribed policies and regulations
Operates two-way police radio, computer terminals, and other standard office equipment such as telephone, typewriter, dictation machine, copy machine, and calculator
Using radio, computer terminal, and other appropriate equipment, provides officers in the field with information on individuals and vehicles and sends, receives, and updates information on the status of warrants
Accepts bail, keeps records
Takes police reports over the telephone and at the front counter
May interact with distressed prisoners and young children
May be required to perform pat searches, or strip searches on rare occasions, on persons of the same gender in custody
Assist in the booking process or accompany officer in the transportation of prisoners to county jail or juveniles to a detention facility or home
Testifies in court as required
Uses interpersonal skills in dealing with irate persons and emergency situations
May be required to perform the duties of a Police Records Specialist I
Performs other related duties as assigned

Minimum Qualifications: Minimum Qualifications:
Graduation from high school or its equivalent; and
Two years of clerical and typing experience.

Possible Substitutions:
College education with special emphasis in police administration or related fields may be substituted for the required work experience on a year-for-year basis.
Possession of a valid California Class C driver's license is required at the time of appointment and for duration of employment
Successful completion of a P.O.S.T. certified Police Records Clerk Course or ability to obtain same within one year of employment
Certification of the ability to type at a net rate of 30 wpm on a computer is required at time of application. Refer to Typing Certification Information Flyer for further required criteria.
Incumbents of this class are assigned to work day, swing and graveyard shifts, including weekends and holidays
Incumbents are also required to work overtime hours as assigned
Incumbents are expected to become proficient in the use of self-defense, Basic First Aid, Cardiopulmonary Resuscitation (CPR)
Incumbents will be required to satisfactorily complete and pass biennial telecommunications training/testing as mandated by the California Department of Justice and the Federal Bureau of Investigation (National Crime Information Center) and any local or county automated systems training programs
Prior to hire, candidates will be required to successfully pass a pre-employment background check, which may include employment verification, a DMV record check, a criminal history check, and Department of Justice (DOJ) fingerprinting, polygraph and/or psychological testing. Any information obtained will be used to determine eligibility for employment in accordance with the law. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction when required will result in disqualification from the recruitment process.
A medical examination will be required prior to appointment.
Must be able to perform all of the essential functions of the job assignment.

Current permanent employee candidates who receive a passing score on the examination will have an additional five (5) points added to his/her final score.

Knowledge, Skills, and Abilities: Knowledge of:
Office methods and machines including, but not limited to, personal computers; business English; spelling; and arithmetic

Ability to:
Communicate clearly and effectively in English in person, over the telephone, and over the two-way police radio, enunciating clearly and distinctly
Communicate clearly and effectively in writing by using correct English grammar, spelling, and punctuation
Perform clerical work including filing, both rapidly and accurately
Handle multiple priorities, organize workload, and meet strict deadlines
Work in a team-based environment and achieve common goals
Establish and maintain tactful, courteous, and effective working relationships with those contacted in the course of work, including the general public
Understand and carry out written and oral instructions
Control prisoners
Learn standard police broadcasting codes and procedures and the operation of radio receiving and transmitting equipment
Type 30 net words a minute from clear copy