Under general supervision, performs a variety of routine to moderately difficult duties in the processing, filing and release of police records; processes requests and subpoenas for records and documents in conformance with legal requirements and Harbor Police policies and procedures; and performs related duties as assigned.
Police Records Assistant is the entry-level class in the police records management class series. Incumbents participate in the processing, filing and release of police documents and records in accordance with legal requirements and Harbor Police policies and procedures.
Police Records Assistant is distinguished from Senior Police Records Assistant in that an incumbent in the latter class is responsible for providing lead supervision to staff involved in the management of Harbor Police records.
Essential Duties and Responsibilities
The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
1. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue; greets and directs visitors.
2. Receives, processes, researches and responds to requests for copies of police records; reviews requests to determine appropriateness of release; pulls, copies and re-files documents; receives payments for record requests.
3. Processes various documents, including daily police and supervisor staffing reports, field interviews, notice to appear citations and corrections, courtesy notices, traffic warnings and parking violations; photocopies and distributes reports to various agencies; prepares and sends notices to obtain missing reports; prepares monthly reports for the Police Records Supervisor.
4. Receives and processes electronic and paper subpoenas and discovery requests by court appearance priority; retrieves police reports and copies and attaches to court requests; maintains logs of court requests in the Watch Commander's log book; notifies officers of court appearance dates and takes necessary steps for cancellations.
5. Provides mooring services to the public; manages the public dock; assigns dock or slip space; files docking permits; distributes anchorage applications and permits; renews permit documents; posts vessels that are in violation; summons Customs agents for vessels on the Customs dock; provides Dispatch with a daily printout of permitted vessels in anchorages; monitors the VHF radio and responds as necessary; manages and delivers funds to the Finance Department; receives telephone calls and provides customer service to the public.
6. Evaluate, access and issue T-shirt vendor permits to organizations recognized and licensed by the California State Board of Equalization as a non-profit organization.
1. Processes stored vehicle/vessel reports and boat/vehicle impound notifications; sends certified notices to owners; maintains logs of stored vehicle/vessel reports and impound notifications.
2. Attends to a variety of office administrative details; files and faxes documents; routes and distributes incoming correspondence.
3. Provides training to new officers and staff on network use and procedures for completing field interview reports.
4. Administers parking permits.
1. Procedures, practices, methods and techniques of records management.
2. Computer applications and capabilities for use in records management programs.
3. Standard office practices, procedures and equipment.
4. Correct English usage, including spelling, grammar and punctuation.
1. Operate a personal computer and other standard office equipment.
2. Organize work, set priorities and provide support to meet police records management needs.
3. Exercise sound, independent judgment within established procedures and guidelines.
4. Understand, interpret, explain and apply federal, state and local laws and regulations pertaining to the release and dissemination of police records and reports.
5. Learn and use federal, state and local computerized police records management systems utilized by the Harbor Police as required to carry out assigned responsibilities.
6. Understand and follow written and oral instructions.
7. Classify, index, process, file and retrieve a wide variety of materials under a comprehensive police records management system.
8. Prepare clear and accurate reports and other written correspondence.
9. Establish and maintain effective working relationships with managers, supervisors, officers, customers, the public and others encountered in the course of work.
Education, Training and Experience:
Graduation from high school or G.E.D. equivalent; and one year of administrative experience involving the maintenance of detailed and complex records and legal documents, at least six months of which involved experience with a centralized records management program. Experience in public records management is preferred. Time served as a District Intern counts towards the years of experience.
Licenses; Certificates; Special Requirements:
A current, valid California class C driver's license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.
If assigned to perform work at any of the District's Harbor Police facilities you must be able to pass a background investigation that includes, but is not limited to a polygra****
June 10, 2014