Job Description
Please Note: a candidate must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history to be considered for this position.
To perform responsible, specialized police records preparation and maintenance work, including public contact work in receiving and taking police reports.
DISTINGUISHING CHARACTERISTICS This is the entry and first working level in the Police Records Specialist series. Incumbents of this class are trained in department policies, procedures, and systems. Assignments are generally limited in scope and within design and procedural framework established by higher level employees; however, as experience is acquired, the employee performs with increasing independence. Generally, work is observed and reviewed both during performance and upon completion. Under this training concept, positions assigned to the journey-level class of Police Records Specialist II which become vacant would normally be filled at the Police Records Specialist I level.
SUPERVISION RECEIVED AND EXERCISED Immediate supervision is provided by a Police Records Supervisor or Senior Police Records Supervisor. Technical oversight of work assignments may be provided by a Police Records Specialist III or a Police Records Specialist II.TYPICAL DUTIES
- Receive classroom and on-the-job training, learn, and perform work in the following police records functions:
- Transcribe electronic reports submitted by police staff.
- Compile individual local criminal history by verifying each name entered into the Records Management System (RMS) and attaching it to the proper individual already in the RMS system.
- Enter missing persons, stolen vehicles and stolen property into state or national databases and then clear entries as necessary.
- Assist citizens desiring to report crimes either via telephone or in person, determine if facts presented constitute a crime, determine proper report classification and complete the report.
- Respond to calls from officers in the field via radio and accurately research and transmit appropriate and correct information relating to warrants, criminal history, record checks, etc.
- Assist citizens at the public counter in assigning court dates, collecting monies for various fees, releasing vehicles and providing general public information.
- Prepare crime related reports for various sections of the Police Department and District Attorney.
- Retrieve crime report information according to established law and Police Department policies and procedures for authorized personnel, other police agencies, citizens, insurance companies etc.
- Purge reports and seal records according to established statues and Police Department policies and procedures regarding police records information.
- File, retrieve, copy, and/or film records and reports maintained for police records functions.
- Appear in court and testify when required.
- Provide exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
Knowledge of:
- English usage, spelling, grammar, and punctuation.
- Basic arithmetic, including addition and subtraction.
- Knowledge of computers and office-related software programs.
- Modern office practices, procedures, and terminology.
- Recordkeeping practices and procedures.
- Effective customer service skills.
Ability to:
- Operate a variety of office machines and equipment.
- Learn to use the computer systems, enter record information and perform record searches.
- Read, understand, and apply policies and procedures.
- Understand and carry out oral and written instructions.
- Learn office methods, rules, practices, and policies.
- Communicate effectively, orally and in writing.
- Deal effectively and tactfully with other City personnel and the public by telephone or in person.
- Effectively elicit information from upset and irate citizens.
- Maintain cooperative working relationships with other City personnel and outside agencies.
- Use initiative and sound judgment within established guidelines.
- Type at a speed of not less than 30 net words per minute from clear copy.
EXPERIENCE AND EDUCATION Experience:
Six months of public contact experience involving both in-person and telephonic contacts. Experience with computer systems and office-related software programs are desirable.
SPECIAL QUALIFICATION: Driver License: Possession of a valid California Class C Driver’s License required at the time of appointment.
For positions where ability to drive is not an essential function, the employee must be able to arrange reliable and timely transportation through private or public transportation for attendance at off-site meetings, events, and trainings.
PROBATIONARY PERIOD Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox. 1. Application: (Pass/Fail) – All applicants must complete and submit
online a City of Sacramento employment application by the final filing deadline;
- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week) .
- If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
- Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
- If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application, delivered in person, or sent to the Employment Office by email/fax or mailed by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
- Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
2. Training and Experience Exam: (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:
- Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
- A resume will not substitute for the information required in the T&E questions.
3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the
Police Records Specialist I Examination.
4. Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
5. Background Process : If considered for appointment, candidates must pass a background investigation, which includes a criminal history check, fingerprinting, polygraph test, credit check, and drug use history.
QUESTIONS: For questions concerning this job announcement and the application process: - Please visit for a comprehensive, step-by-step guide to the application process.
- For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
- Visit the City of Sacramento Human Resources Department website at ;
- Send an email to employment@cityofsacramento.org ; or
- Call the Human Resources Department at (916) 808-5726
Job Tags
Hourly pay, Permanent employment, Full time, Work experience placement, Local area, Immediate start, Trial period,