Job Description

Lead Police Records Specialist

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community.

Under general supervision, supervises in a lead capacity and performs a variety of difficult and responsible clerical duties of specialized nature in the central records section of the Police Department.

Essential functions include but are not limited to:

• Provides lead supervision over an assigned shift of employees.
• Prepares work schedules in the absence of the shift supervisor.
• Monitors workflow.
• Analyzes and resolves problems arising from work in progress.
• Trains employees and writes clear and concise training evaluations.
• Maintains and updates all training material to conform to Department of Justice regulations and departmental policy.
• Processes, indexes, types, transcribes, maintains and retrieves a very high volume of police data, reports and records of crime, criminal investigation, arrests, accidents, complaints and incidents, etc.
• Records, tabulates and types departmental statistical data for internal as well as external reporting and distribution.
• Operates teletype equipment accessing county, state, interstate, and national law enforcement automated information systems.
• Maintains criminal citations and arrest warrants.
• Verifies status of warrants and returns recalled warrants to courts.
• Relieves shift supervisor of administrative detail.
• Serves general public and representatives of criminal justice and other government agencies in person, by teletype or by mail, by providing information in accordance with established departmental policies and applicable state and federal laws.
• Purges files, seals, obliterates, and destroys records in compliance with laws, regulations, court orders and established departmental procedures.
• Accepts fees and issues receipts.
• Types memos, reports and related documents from verbal instructions, rough handwritten marginal notes.
• May perform duties of the supervisor in a training or relief capacity.
• Performs other functions as assigned.

Minimum qualifications:

Education and experience equivalent to graduation from high school and two years of work experience, which should include employment in a records bureau law enforcement agency, or any equivalent combination of education and experience which provides the desirable knowledge, skills and abilities.

Desirable knowledge, skills and abilities:

Knowledge of modern office practices, procedures, systems, equipment, multiple computer file systems, word processing and data entry involved in classifying, indexing, processing, filing, retrieving a large volume of police records and reports; and the principles of supervision and training. Ability to type at a corrected speed of no less than 30 words per minute from clear copy; operate a computer terminal/teletype and microfilm printer-developer system; perform various tasks simultaneously in a busy office environment; analyze situations quickly and objectively and exercise independent judgment; deal with the public courteously and tactfully; comprehend current and new laws and procedures governing the release of confidential information; coordinate and train assigned personnel. Special requirements: Must be willing to work weekends and holidays. Must be willing to rotate shifts every six months. Must be willing to do shiftwork.

Selection process:

All applicants are required to complete and submit a City application form and answer the supplemental questionnaire online. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications will be reviewed by the Human Resources Department. Those applicants who meet the requirements listed above will be invited to continue in the following selection process: Oral Interview Examination: (Weight of 100%) will evaluate experience, training and personal qualifications for the position. Candidates need a score of 70% or higher to pass this examination. NOTE: Following the completion of the aforementioned civil service recruitment process, the Police Department will receive the names of candidates eligible for hiring consideration and will contact candidates directly to schedule departmental selection interviews with the Chief of Police or designee.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

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