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| DEFINITION: |
| To provide police department information, reception and support by greeting office visitors, answering questions and responding to inquiries and requests regarding department cases, records, services and contacts; preparing and compiling reports and statistics; processing warrants, citations and case records; providing telephone coverage, clerical support and public information. |
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| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| This is a full-time, non-exempt entry level clerical support position with considerable public contact. Requires good judgement and ability to apply confidentiality and discretion in the course of routine work. Interpersonal and communications skills are necessary as the scope of contacts is significant. |
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| SUPERVISION EXERCISED AND RECEIVED: |
| Receives general supervision from the Communications and Records Manager. Does not exercise supervision. |
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| IMPORTANT AND ESSENTIAL DUTIES: |
| Provides primary non-emergency telephone coverage, responds to requests for assistance and information from the public and other agencies; reviews copies and routes criminal and non-criminal cases to internal departments and other agencies; maintains various database files on records and case management, citations, statistical reports and inter-departmental forms; collects records fees from public and maintains trustee accounts; processes warrants from courts into computer system; processes served warrants, updates computer files to record services for statistics; processes outside agency warrant cards, runs driver’s license checks and verifies warrant status, and generally provides backup support for all aspects of warrant administration; data entry of alarm calls; processes bail receipts; prepares written communications, routes and enters traffic collision cases and misdemeanor traffic cases to courts, outside agencies and insurance companies; logs, copies and posts court subpoenas; receives, reviews, enters into computer database and forwards citations, copies and distributes reports, completes and routes court dispositions on arrests; purges and seals records in compliance with state and local requirements and mandates; prepares and processes purchase orders petty cash and other payment documents; utilizes department or city-wide software applications to maintain records or perform various duties. |
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| JOB-RELATED QUALIFICATIONS: |
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| Knowledge, Skills and Abilities: |
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| Knowledge of: law enforcement services, modern office equipment. |
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| Ability to: learn, interpret and apply applicable ordinances, policies and laws to provide public and coworker’s with information or assistance, respond to records requests and prepare statistical reports; understand and carry out verbal and written instructions, research information; learn to operate and use Citywide and department-specific software applications and other specialized records; use proper spelling, punctuation, vocabulary and grammar; provide courteous and responsive information and service; establish and maintain effective working relationships with employees and other agency representatives. |
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EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
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| Education: A high school diploma or equivalent with courses in office administration or specialized job training. College coursework or advanced clerical or computer training is desirable. |
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| Experience: Two (2) years of full-time clerical experience using computers, telephones and other modern office equipment; preparing, compiling and distributing records, files reports or statistical information. |
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| SPECIAL REQUIREMENTS: |
| Ability to: exercise judgement and discretion in releasing information; perform assigned duties independently or under general supervision; prepare correspondence and reports, copy and distribute information efficiently, perform accurate and efficient computer entry and retrieval; respond to difficult situations and people in a calm and courteous manner; work irregular hours or overtime as necessary; handle multiple priorities and respond to urgent requests. |
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| LICENSES, CERTIFICATES, REGISTRATION: |
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| Licenses: Possession of a valid California Driver's License. |
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