POLICE RECORDS COORDINATOR
Under the general supervision of the Police Chief, plans, coordinates, and supervises and reviews the operations of the Police Department’s Records Division, including computer system administration; performs the preparation, processing, indexing, storage, retention, dissemination and disposition of police records; performs related work as assigned.
This is a non-sworn classification responsible for the police records unit. Responsibilities of the position are centered on extensive contact with departmental patrol and investigative personnel and the public, in person and over the telephone and radio, in both emergency and non-emergency situations to receive, transmit and provide factual information, forms and reports. Successful performance of the work includes ensuring that police records are prepared, filed, maintained, distributed and purged according to policies, procedures and regulations of the department and a variety of state and federal criminal justice agencies. This class is distinguished from other office support and office administrative classes by the necessity for a knowledge of law enforcement practices, procedures and terminology in addition to the Public Records Act and those portions of the Government Code pertaining to public records
Examples of Key Duties: (Duties are illustrative and not inclusive. Individual assignments may vary)
- Supervises and participates in the work of assigned employees in the operation of the Police Records Division; directs, coordinates and evaluates work performance.
- Plans, oversees, and coordinates the collection, maintenance, retrieval, and distribution of official law enforcement documents and information in accordance with federal and state laws and department policies; maintaining an adequate follow-up system to ensure completion of each.
- Coordinates the dissemination of information to department staff, attorneys, courts and the public in compliance with laws, regulations, guidelines and procedures.
- Develops, revises, and implements policies, procedure and guidelines to ensure compliance with statutes affecting police department records functions, including confidentiality and release of records and criminal history information.
- Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates and maintaining procedures for security of and access to police records; testifies in court as custodian of records or as otherwise required.
- Directs maintenance of departmental record-keeping system in accordance with legal requirements, City, and departmental policies and accepted standards.
- Identifies and seals juvenile records in accordance with Court orders.
- Maintains effective work procedures in the records section; analyze, design and implement changes and decisions as necessary, coordinating with other sections within and outside the Police Department; insures departmental compliance with relevant laws, regulations and policies.
- Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of police records; train sworn and non-sworn personnel on changes in laws and new systems and resources available in records management; creates new or updates existing procedures and forms to comply with laws and regulations.
- Conducts research, compiles data and information and prepares reports on records and service related issues as assigned by the Police Chief; assists with coordination of services on departmental projects.
- Prepares Section’s annual budget and monitors expenditures throughout the year; secures service for maintenance of record’s equipment; approves purchases of all section supplies and equipment.
- Coordinates the receipt, recording, and dismissal of warrants; liaison to the Sheriff’s warrant systems.
- Coordinates computerized records and dispatch computer systems with other criminal justice agencies at the local, state and federal level.
- Represents the department on issues relating to computerized records systems with the Department of Justice, County court system and other criminal justices agencies.
- Attends organizational and governmental agency meetings regarding operational performance and procedural issues in the field of police records management.
- Performs other related duties as assigned.
Education and Experience:
Equivalent to graduation from a two years of college level course work related to the area of assignment and three years of experience in a law enforcement agency, which has provided the knowledge and ability necessary to plan, organize, lead, and control the operations of a police records section; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Must possess and maintain a valid California class C driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; stamina to maintain attention to detail and work on a computer for an extended period of time; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone and radio.
Knowledge of: (at entry)
- Theories, principles, methods and operational procedures applicable in law enforcement records management; Criminal Justice information systems, system networks and services and the functions and relationships of agencies involved in the criminal justice system.
- Various Codes used in police work, including the California Law Enforcement
- Telecommunications System (CLETS).
- Ordinances, statutes, laws, general orders, policies and procedures related to classifying, indexing, processing, storing, retrieving, and controlling records and documents used in law enforcement.
- Applicable laws, rules, ordinances and regulations, including maintaining confidentiality of sensitive information.
- Computer applications related to the work.
- Techniques for effectively representing the City, and dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Skill in: (at entry)
- Applying theories, principles and procedures in overseeing the police records department.
- Operating specialized public safety computer systems and applications including the Criminal
- Justice Information System (CJIS), the National Crime Information Center (NCIC) computer systems, CAD/RMS local system, and the California Law Enforcement Telecommunications System (CLETS).
- Effectively supervising and training records staff.
- Implementing, interpreting and explaining applicable laws and regulations.
- Preparing clear, concise and informative reports, correspondence and other written materials.
- Maintaining, compiling and researching complex and extensive records.
- Handling difficult and sensitive situations using sound, independent judgment within general policy and legal guidelines.
- Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.