POLICE RECORDS CLERK presso City of Atascadero, CA

About the Department

Recruitment is now open for the position of POLICE RECORDS CLERK with the City of Atascadero. 

Apply today to join our team!

THE ATASCADERO POLICE DEPARTMENT

The Atascadero Police Department serves the City of Atascadero, which is a small, beautiful California central coast community located in San Luis Obispo County. The City has a population of 30,000 residing in an area just under 27 square miles. Our community is a great place to live, work and raise a family! We are situated along Highway 101, halfway between the metropolitan areas of Los Angeles and San Francisco. The community is located in the Paso Robles wine region and is a short 20-minute drive to the beach and Highway 1. We are within a three-hour drive to Yosemite National Park and two hours to Monterey or Carmel. For those that enjoy the outdoors, we are close to four local lakes, a national forest and endless hiking and biking trails.  Become a member of an organization consisting of hardworking individuals who are passionate about making a positive impact through public service. The organizational environment encourages collaboration and productivity and is fostered by engaged management, all working for the betterment of the community. 

GENERAL PURPOSE

Performs a variety of general administrative, clerical, technical, and customer service duties; to process, distribute, file and maintain police records; to assist in office support duties and perform related tasks as assigned.

SUPERVISION RECEIVED 

Works under the general guidance and direction of the Records Supervisor.

May also receive general direction from the Police Commander, Police Sergeant and/or Watch Commander.

Position Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed here are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or responsibilities does not exclude them from the position if the work is similar, related or a logical assignment to the position. Duties may include, but are not limited to the following:

• Performs a variety of customer service functions applicable to police records release and maintenance, including receiving, responding to, and entering requests and subpoenas for police records.
• Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing records, and redacting confidential information when required.
• Enters a variety of data and reporting into complex departmental and state computer application systems with a high degree of accuracy.
• Assembles and compiles information for a variety of departmental, state, and federal- mandated and statistical reports, including verifying accuracy, completion, and maintaining records as directed.
• Provides general information regarding department policies, procedures, and regulations, including responding appropriately to requests for information and requests for service in person, electronically, and by telephone, and coordinating work with other City departments and allied agencies.
• Performs a variety of reception, administrative support, and clerical duties as appropriate within legal and Police Department standards, including records retention and records sealing.
• Participates in training exercises and classes as directed.
• Perform related duties and responsibilities as required to meet the needs of the Police Department and the community.
• Carry out duties and responsibilities in compliance with appropriate federal, state, county, city laws and ordinances, and city personnel rules without bias, favoritism, or prejudice.
• Accept responsibility and exercise reasonably appropriate discretion in matters not specifically defined or described in the police department regulations, polices, procedures, and job description.
• Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty, and observance of proper personal discipline in accordance with Police Department standards.
• Process records for state and City reports as required or directed.
• Respond to inquiries from employees, allied agencies, and the public regarding information contained in police records as appropriate within legal and Police Department standards.
• Receive and maintain financial accountability for money received on behalf of the Police Department for services.
• Act as the front counter clerk providing customer service in accordance with Department policies and procedures.
• Assemble and compile information regarding department policies, procedures, and regulations, including responding appropriately to requests for information and requests for service in person, electronically, and by telephone, and coordinating work with other City departments as appropriate.
• Perform other duties as assigned.

Minimum Qualifications

DESIRED MINIMUM QUALIFICATIONS

Education/Training/Experience

• Minimum High School graduate or equivalent.
• Two years of clerical, customer service, administrative support or any combination of training and/or experience that could likely provide the desired knowledge and abilities.
• One year of work experience involving a high level of public contact.

OR

Necessary Knowledge, Skills and Abilities

• Methods and techniques of effective customer service on the telephone, electronically, and in person.
• Methods and techniques of effective conflict resolution.
• Principles and procedures of record keeping and data retrieval.
• Relevant laws, rules, and regulations governing the release of information contained in police records.
• Modern office procedures, methods and equipment, including computers and supporting word processing applications.
• Basic verbal and written English language and grammar to be able to communicate information with the public and/or complete relevant written documentation required by job activities.
• Relevant federal, state, and local laws, codes, and regulations.
• Remain calm and speak clearly under normal and stressful conditions.
• Interact effectively with a wide variety of people under stressful, hostile, and antagonistic conditions.
• Apply sound judgement and determine information to be released to the public as appropriate within legal and Police Department standards.
• Maintain accurate records, logs and files.
• Proficient in Microsoft Office and standard office equipment, and exhibit ability to learn new software and programs.
• Respond to requests and inquiries from the public with correct and appropriate information.
• Work independently in the absence of direct supervision, with frequent workload changes and competing demands.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work and perform as an effective, positive team member.
• Second language skills desired, experience working with privileged, confidential information and knowledge of law enforcement terminology a plus.

Special Requirements

• Possession of, or ability to obtain, and maintain appropriate California driver’s license and a satisfactory driving record.
• Possession of, or ability to obtain within one year of appointment, a valid California Peace Officer’s Standards and Training (POST) Commission Records Clerk Certificate.
• Pursuant to California Labor Code Section 3211.9, service is essential in times of extreme emergency or disaster. For this reason, State law designates public employees as “Disaster Service Workers”. As such and even when off-duty, this position may be required to return to duty in case of emergency or disaster.

Other Qualifications

TOOLS AND EQUIPMENT USED

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk. The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.  There is typically a high level of activity.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.