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HomeMy WebLinkAbout13 CLASS PLAN 07-06-99AGENDA inter-Corn NO. 13 7-6-99 DATE' JULY 6, 1999 TO' FROM' SUBJECT: WILLIAM A. HUSTON, CITY MANAGER POLICE DEPARTMENT AMENDMENT TO CiTY OF TUSTIN CLASSIFICATION PLAN RECOMMENDATION That Council adopt Resolution No. 99-56 amending the Classification Plan of the City of Tustin to include the classification of Records Clerk II. FISCAL IMPACT None BACKGROUND The Police Department currently employs three individuals in the job classification of Office Support Specialist. These three positions provide clerical support to the Investigation and Services Division of the Police Department. Due to implementation of numerous automation systems, and the disbursement of data processing responsibilities throughout the department, the duties of these three positions closely resemble the duties and responsibilities of the Police Records Clerk. With only three positions available, long-term employees in this position are also limited in their choice of job assignments due to the classification as an Office Support Specialist. To more accurately reflect their duties and responsibilities I recommend these Office Support Specialists be reclassified as Police Records Clerk II. Their salary range will remain the same. This classification title will be added to the existing salary range of the Office Support Specialist. This change in the Classification Plan will allow greater flexibility and efficiency within the Support ranks of the Police Department. William A. Huston, Cit~ _..anager July 6, 1999 Page 2 Staff has conferred with the labor organizations impacted by this change in the Classification Plan. No objections were stated. STEVE FOSTER Chief of Police SF:FW:et RESOLUTION NO. 99-56 A RESOLUTION OF THE CiTY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN WHEREAS, the City adopted a Classification Plan in 1984, by adopting Resolution No. 84-63; and WHEREAS, it is desirable and appropriate to revise and update the Classification Plan when appropriate; NOW, THEREFORE, the City Council of the City of Tustin, California, does hereby resolve that the Classification Plan of the City of Tustin, dated August 20, 1984, is hereby amended to include the classification of Records Clerk II, as. outlined in the attached job description. Passed and adopted at a regular meeting of the Tustin City Council held on the 6th day of July, 1999. MAYOR. ATTEST: CITY CLERK S:BMC~AmendClassRes CITY OF TUSTIN Class Specification Job Title: Police Records Clerk II Supervisor's Title: Support Services Supervisor and/or sworn Supervisors Jobs Supervised: None Definition: Under moderate supervision, enters, files, retrieves, copies, and provides authorized information contained in police criminal records to authorized personnel; provides clerical assistance to department staff; answers phones and assists officers and the public; performs related duties as required. Examples of Duties and Responsibilities: 1. Verifies, enters, prints, copies and distributes arrest and miscellaneous reports to authorized staff, District Attorney, courts, Probation Department, law enforcement agencies and other authorized parties with information necessary for prosecution purposes and other criminal management purposes. 2. Maintains the law enforcement management computer system, enters data into the computer and generates a variety of management system reports. . 3. Conducts criminal history checks using local criminal history, the California Law Enforcement Teletype System (CLETS), and the National Crime Information Center (NCIC) computer systems. 4. Assists the public in person, at the front counter, and by telephone, concerning police practices, case processing procedures, criminal violations, vehicle information, and departmental procedures; directs individuals and/or visitors to appropriate parties. 5. Transcribes and types narratives for.police reports, and followup reports for sworn personnel; drafts, types, and prepares routine reports, flyers, memos and correspondence as directed. 6. Tracks, makes computer entries, arranges service, and submits subpoenas requested from the District Attorney's office and other sources; responds to questions regarding service methods; coordinates response of police personnel to court appearances. 7. Prepares document packages for court bookings; filings; and arraignment requests, pulling RAP sheets and other pertinent documentation. 8. Types, proofreads, verifies, copies and distributes custody and criminal activity reports as well as various cards, forms and records. 9. Gathers, prepares, and verifies the accuracy of data for computer input. 10. Provides support and assistance to officers and detectives as needed for record information and clerical support. Il.Verifies, files, makes computer entries, and maintains department forms, photographs, permits, pawn transactions, warrants, letters and reports. 12. May be required to perform matron duties, to'fingerprint arrestees, and to transport marked police units for servicing. 13. May arrange or schedule training sessions and/or meetings, make travel arrangements and process invoices for payment. 14.Verifies, enters, and maintains personnel records and training documents; tracks and makes notifications to appropriate supervisors reference evaluations. 15. Makes computer entries for biweekly payroll reporting. Qualifications Guidelines Education/Experience/Training: High school graduation or general education degree (GED). Two years of clerical experience; or equivalent combination of education and experience. Training in the use of a personal computer, records management applications and software programs and standard office equipment is desirable. Law Enforcement experience is preferred. Knowledge: Knowledge of police records systems and data entry, filing and retrieval procedures; Penal and Vehicle codes; police operations; office practices and procedures; public relations; basic math; English grammar, usage, spelling and punctuation. Skills/Abilities: Typing at a corrected speed of 40 words per minute~ operate computer terminal, transcribing equipment, calculator, fax machine, photocopy machine, and telephone. Ability to enter, retrieve, and update police records and reports using menu driven police records computer programs; learn call types and codes; utilize word processing and specialized software applications; accurately transcribe reports; organize and complete assigned tasks in accordance with statutory and non-statutory work deadlines; solve basic work problems; file records alphabetically, numerically, and chronologically; ensure 'confidentiality of police records and files; understand and follow oral or written instructions; release specific police data only to authorized receivers; communicate and work cooperatively and effectively with staff, management, court officials, suspects, law enforcement representatives, and the general public. Special Requirements/Certification: No felony convictions. No disqualifying criminal histories within the past seven years. May be assigned to rotating assignments. May require the possession of a valid Class C or Class 3 California driver's license to respond to court requests for testimony. May be required to obtain CLETS certification. Must be able to perform in a fast paced, busy, environment, with frequent interruption.