Job Description

Records Specialist

Under general and/or immediate supervision, performs a wide variety of responsible and complex clerical duties; interacts with and assists department personnel, other law enforcement agencies and the public with requests for information.

Position Snapshot: A Records Specialist is the liaison between the Officers and the District Attorneys. In an office setting with their own assigned workspace, Records Specialists work together to keep organized records for the Fontana Police Department and process criminal reports for court. Our Records Specialists handle a wide variety of assignments, each with various degrees of urgency. Statistical data must be accurately recorded, and legal deadlines must be adhered to. The incumbent MUST be detail oriented, efficient, able to think quickly on their feet, and be able to quickly problem solve. The incumbent should have the ability to organize and quickly refer to reference information, including personal notes. Additionally, the successful candidate must be able to retain key pieces of information that has been provided throughout their training.

The selected candidate will also play an important role to the Fontana Police Department by completing Live Scan requests from public applicants, and will be in close physical proximity to these applicants. A successful candidate must also be approachable, have a desire to learn, and be able to thrive in a team environment. They will be amongst a team of professionals who support each other and work "behind the scenes" towards the overall success of the Fontana Police Department and the City of Fontana. The incumbent may be required to work various shifts including nights, weekends and holidays, as assigned.

Incumbents must have the ability to:

• Type, record, file and retrieve a wide variety of police records, reports and materials including memos, letters, reports, complaints, booking information, warrants, subpoenas, citations, and crime and traffic reports.
• Maintain confidential data and information.
• Learn and apply current laws relating to confidentiality and dissemination of information from law enforcement records.
• Learn and use a variety of computer systems and their related software and adapt to new systems as changes occur.
• Perform data entry to local, state and national computer systems.
• Access and interpret responses from a variety of local, county, State, and national computer systems.
• Utilize word processing software to compose memos and correspondence, and to complete various forms.
• Receive and respond to requests for information from department personnel, outside agencies and the general public.
• Assist the CLETS Agency Terminal Coordinator with validations and audits of records.
• Analyze and code police reports for statistical purposes.
• Assist with service at the Police reception desk, give appropriate information, receive cash payments, and balance cash and receipts at the end of the shift.
• Accept for service and appropriately process subpoenas for department employees.
• Assemble and distribute crime reports and related documentation to appropriate department and city personnel, prosecution agencies and the general public.
• Enter and retrieve information from a variety of archival sources including optical disk, CD-ROM, microfilm, and hard disk.
• Verify accuracy of, and correct errors in own work and the work of others.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Perform any other tasks or functions deemed necessary to the daily operations of the employer.

Working Conditions: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Acute hearing is required when providing phone and counter assistance.

A combination of experience and training that would provide the required knowledge and abilities is qualifying. The incumbent must have knowledge of:

• Modern office procedures, methods, computer equipment and related software.
• Procedures and techniques for dealing with the public in a tactful but firm manner.
• English usage, spelling, grammar and punctuation.
• Principles and procedures of record keeping.

Experience: Some general clerical experience is desirable.

Education: Completion of the twelfth grade or GED.

Skills: A typing speed of 40 net wpm. In addition, advancement from a Police Records Specialist I to a II requires incumbent to have successfully completed probation and have demonstrated competency in all phases, duties and responsibilities of the position and have recommendation from supervisory and management staff.

Licenses/Certifications: Possession of, and continuously throughout employment, a valid CA Class "C" Driver's License.

Successful candidates will be required to pass a drug screening, fingerprint screening, physical examination and a background investigation.

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