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New Job Police Records Specialist I/Ii In California



Company : City of Palo Alto
Salary : $60,549 - $78,166 a year
Location : California

Full Description

Come join the City of Palo Alto Police Department's Records Division!

The Police Records Specialist works as part of a non-sworn team providing customer service to members of the public at the Police Lobby, processing police records, accessing sensitive law enforcement databases, completing legally mandated reports, and other duties related to law enforcement.

Police Records Specialist works a 4/10 or 9/80 weekday schedule with opportunities to work weekends or holidays as extra shifts. This position has full benefits and enrollment in the CalPERS retirement system.

Public Records Specialist I (Salary Range $29.11 - $33.94 per hour)
PRS I is an entry-level position that may require closer supervision for a period of time.

Public Records Specialist II
(Salary Range $30.63 - $-37.58 per hour)
PRS II requires previous experience in Records Management in the private or public sector and can work more independently.

he Ideal Candidate

You have a background in customer service, strong attention to detail, experience using a variety of computer systems, type at least 35 words per minute, a positive attitude, able to communicate clearly verbally and in writing, and work well with others. You must be a person of integrity and pass a modified police background check.

For more information about the Palo Alto Police Department visit

Distinguishing Characteristics

There is an entry and journey level class for this position depending upon the experience of the applicant. For allocation to this classification, duties must be directly related to police functions. The precise nature of the duties may vary according to the assigned area and may include: data entry and retrieval, conforming cases for court, bookings and warrant processing, heavy public contact in person or by telephone, preparation of reports, fingerprinting, knowledge of statutes governing the confidentiality of police records and liability involved, as well as, use interpersonal skills in dealing with irate persons and emergency situations.

Applicants with limited or no experience in police records management may apply as well as applicants with previous record maintenance experience in the public sector. This position is classified under the SEIU labor bargaining group.

Essential Duties

  • Enter accurate data into local, state, and national computer systems.
  • Operate conventional/automated office machines and equipment.
  • Access multiple computerized systems by entry and retrieval of data for law enforcement purposes.
  • Greet public and assist according to needs
  • Provide copies of incident reports, refer to City departments, and provide general information
  • Receive citizen complaints, prepare reports and/or make a referral to appropriate staff members
  • Provide information requested by telephone/in-person/by email in a prompt and courteous manner
  • Receive warrants from court and review to ensure complete and accurate information is provided
  • Send warrant notification letters to offenders. Confirm and verify warrant information with other law enforcement agencies
  • Distribute warrants to field officers for service and maintain service records, update warrant status in computer systems
  • Maintain and update records of various types of transactions, such as bail account and credit card transaction reconciliation
  • Fingerprint individuals for employment, state licenses, and permits. Forward files to the Department of Justice
  • Maintain files for persons required to register for sex, narcotics, and arson offenses
  • Code crime reports using national CIBRS/NIBRS standards
  • Enter data into computer systems that provide information for statistical reports, crime analysis, and management of records
  • Enter and update data into the State and FBI computer databases (CLETS/NCIC)
  • Delete information from computer systems when records are sealed
  • Recognize and take appropriate action in emergency situations whether in person or received by telephone
  • Perform related duties as assigned

Minimum Qualifications

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills and abilities which would typically be acquired through:

Equivalent to graduation from high school and one year of general clerical experience which has included contact with the public.

Type into a computer terminal at the rate of 35 words per minute.

PRS II classification may be awarded to applicants with two or more years of records management experience in the public or private sector.

Knowledge, Skills, and Ability

  • Knowledge of office procedures; office equipment; telephone and email etiquette, basic arithmetic, rules of proper English usage, grammar, punctuation and spelling
  • Skill in typing; learning a variety of software databases
  • Ability to follow oral and written directions and work cooperatively with others
  • Ability to perform clerical and/or technical work with a high degree of accuracy
  • Ability to use discretion in performing critical and confidential tasks
  • Ability to communicate effectively both verbally and in writing, and make sound decisions in a manner consistent with the essential job functions
  • Ability to learn and perform tasks related to the department or unit’s regulations, policies, procedures, and processes
  • Ability to learn and interpret legal and reporting codes and statutes applicable to management of law enforcement records
  • Ability to perform computer data entry utilizing a computer terminal
  • Ability to type correspondence and other documents on a computer in a variety of formats, from clear copy or rough formats at a speed necessary for successful job performance
  • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for an extended period of time and operating office equipment

Special Requirements

Must be willing to report to the workplace and work off-business hours and occasional weekend or holidays shifts. Basic work schedule is on weekdays.

Must successfully pass a modified law enforcement background investigation, consisting of completion of a Personal History Questionnaire, fingerprint check for criminal convictions, and polygraph examination.

Working Conditions/Physical Requirements

Work in an office environment; wear a uniform; sustained posture in a seated position; work at a centralized public counter and answer phones.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The City of Palo Alto offers its employees a generous benefit package, featuring family medical coverage, retirement, life insurance, plus 12 paid holidays per year.
  • Participation in a Governmental 457 Deferred Compensation Plan
  • Fully paid employee and dependent Dental Plan
  • Fully paid employee and dependent Vision Plan
  • Fully paid Life and AD&D insurance equal to annual salary
  • Flat Rate City paid medical contribution which may allow employees to select a fully paid health plan
  • Fully paid Life Insurance equal to one-times annual salary
  • Voluntary Supplemental Life Insurance
  • Long Term Disability plan
  • 12 annual paid holidays
  • Two to five weeks vacation annually depending on years of service per MOA
  • 96 hours annual sick leave
  • Direct Deposit
  • Flexible Spending Account for Healthcare and Childcare expenses
Public Employees' Retirement System (PERS)
  • 2% at 60 formula for Classic Employees
  • One-year final compensation for 2% at 60 employees
  • 2% at 62 formula for New CalPers Members
  • Three-year final compensation for 2% at 62 employees only
  • Retiree Medical benefits for employee and dependents after 10 years of service

Please note: The City does not participate in CA State Disability Insurance (SDI) or Social Security. Since they City does not participate in SDI, City employees are not eligible to claim against the State's Pregnancy Disability Leave or Paid Family Leave programs.