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CITY OF EL CERRITO POLICE RECORDS SPECIALIST Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform a wide variety of general clerical duties as required in the Police Department; and to provide assistance and information to Department staff and the public. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from supervisory staff. ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: Type, record, and file a wide variety of police records, reports, and materials including reports, bookings, warrants, citations, criminal and non-criminal reports. Use computers, data bases, word processing, and spreadsheet applications to enter, modify, and retrieve data such as stolen and recovered property, driver license and vehicle registration information, and warrants on wanted person. Sort, file, copy, and distribute criminal and non-criminal reports, citations, petitions, and other material to appropriate personnel. In person, by telephone, by “e-mail”, and by correspondence, retrieve information and files, and mail requested reports to outside agencies in accordance with established regulations. Assemble, code, record, and summarize a variety of police records data. Operate a calculator, computer, copier, paper shredder, micro filming machine, facsimile machine, and other standard office machines. Operate a computer terminal and printer to type, enter, modify, and retrieve a wide variety of police reports and records. Receive, record, store, purge, and retrieve all items of property or evidence. Maintain chain of custody records for property items. Maintain suspense file of stored property, and send notices to owners of unclaimed property. Correspond with property owners, or persons recovering property. Coordinate the auction of unclaimed property. Provide general information to the public regarding departmental policies, procedures and regulations by answering questions either verbally or in writing in regards to police reports, arrests, towed vehicles, citations, and the disposition of property. ---PAGE BREAK--- CITY OF EL CERRITO Page 2 Police Records Specialist Essential Functions: (continued) Coordinate destruction of evidence with local agencies. Ensure the security of the property area and stored items. Maintain records of controlled items (narcotics, fire arms). Order and maintain necessary forms and supplies for the Department. May assist in performing searches of arrested persons. Perform related duties as assigned. Conduct “live scan” electronic transfer of fingerprints. Marginal Functions: Perform related duties and responsibilities as required QUALIFICATIONS Knowledge of: English usage, spelling, grammar, punctuation, and arithmetic. Modern office practices, procedures, methods, and equipment. Ability to: Perform general clerical work including maintenance of police records and compiling information for reports. Perform record searches quickly and accurately. Operate office machines and computer terminal. Understand and carry out oral and written directions. Type at a minimum speed of 45 net words per minute. Establish and maintain effective working relationships with those contacted in the course of work. Work various shifts as assigned. Communicate clearly and concisely, both orally and in writing. Establish and maintain self control in dealing with hostile individuals. Read, learn, interpret, and apply policies and procedures related to custody of property. Perform basic business math related to accounting for large sums of money. Operate a variety of modern office equipment including computer terminals. File alphabetically, numerically, and chronologically. Maintain physical and mental capacities appropriate to the performance of assigned duties and responsibilities. ---PAGE BREAK--- CITY OF EL CERRITO Page 3 Police Records Specialist Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of general clerical experience. Experience involving inventory control or a closely related activity is desirable. Training: Equivalent to the completion of the twelfth grade including or supplemented by clerical courses. Licenses/Certificates/ Other requirements: Possession, or be able to obtain and maintain a valid class driver’s license. PHYSICAL DEMANDS Sitting: Frequently Lifting: Standing: Frequently up to 10 lbs: Occasionally Walking: Frequently 11 to 25 lbs: Occasionally Bending: Occasionally 26 to 50 lbs: Occasionally Crouching: Occasionally 51 to 75 lbs: Occasionally Stooping: Occasionally 76 to 100 lbs: Never Kneeling: Occasionally 100 + lbs: Never Crawling: Occasionally Carrying Climbing: Occasionally up to 10 lbs: Occasionally Balancing: Occasionally 11 to 25 lbs: Occasionally Running: Never 26 to 50 lbs: Occasionally Twisting: Occasionally 51 to 75 lbs: Occasionally Turning: Occasionally 76 to 100 lbs: Never Jumping: Never 100 + lbs: Never Pushing/Pulling: up to 10 lbs: Occasionally 11 to 25 lbs: Occasionally 26 to 50 lbs: Occasionally 51 to 75 lbs: Occasionally 76 to 100 lbs: Never 100 + lbs: Never Grasping – firm: Occasionally Finger dexterity: Occasionally to Frequently Reaching forward: Occasionally to Frequently Pinch grasp: Occasionally to Frequently Grasp – light: Frequently Coordination - Eye-hand: Occasionally to Frequently Eye-hand-foot: Occasionally Driving: Occasionally ---PAGE BREAK--- CITY OF EL CERRITO Page 4 Police Records Specialist PHYSICAL DEMANDS (continued) Talking - Face-to-face: Frequently Verbal contact: Frequently Public: Frequently Vision - Acuity far: Required Acuity, near: Required Depth perception: Required Field of vision: Required Accommodation: Required Color vision: Required Hearing - Conversation: Occasionally to Frequently Telephone: Frequently Earplugs: Never MENTAL REQUIREMENTS Abstract variables, Interpret instructions, Detailed-uninvolved instructions, Reading-simple, Reading- complex, Writing-simple, Writing-complex, Math skills-simple, Spatial, Form, Clerical, Analyzing, Compiling, Computing, Copying, Comparing, Instructing, Speaking-signaling, Taking instructions- helping, Setting up, Precision Working, Operating-controlling, Driving-operation, Manipulation, Tending, Handling, Comprehend/follow instructions, Perform simple-repetitive tasks, Maintain work pace, Relate to other people, Influence other people, Perform varied-complex tasks, Generalizations/evaluations, Responsibility for direction. WORK ENVIRONMENT Exposure to: Indoors, Outdoors, Dust/Fumes/smoke/gases/etc., Toxic/caustic chemicals, Solvents/grease/oil, Slippery/uneven surfaces, Using computer/computer monitor screen, Works around others, Works alone, Works with others. Rev. 8/2002