About the Department

The Public Safety Records Clerk performs a variety of responsible clerical work involving the processing of department records, and maintains courteous relationships with the public and representatives of other agencies as the first point of contact at the front desk. This position requires a high degree of independent judgment to proactively ensure that laws, codes and procedures are interpreted and applied correctly, as well as strong interpersonal skills, attention to detail, and the ability to effectively multi-task.

WHO WE ARE
The City of Rohnert Park is located in the North Bay, 45 minutes from San Francisco, in the heart of Sonoma County's wine country and home to Sonoma State University. Rohnert Park is a great place to live and work, with close-knit neighborhoods, incredible schools, and a business-friendly community. The Rohnert Park Department of Public Safety is one of the few departments in the state to consolidate police and fire services, where all officers are also trained as firefighters.

DEFINITION
Under general supervision, performs a variety of general administrative, clerical, and customer service duties involved in the maintenance, processing, and distribution of Department of Public Safety records, including assisting in office support duties; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from Property and Records Supervisor. Exercises no supervision of staff.

CLASS CHARACTERISTICS
This is a non-sworn single-position class that performs the full range of work in customer service and maintenance, processing, and distribution of Department of Public Safety records. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from other clerical and office support classifications by performing duties in support of the Records Unit in the Police Department. This class is distinguished from the Property and Records Supervisor in that the latter is the full supervisory-level class in the series responsible for organizing, assigning, supervising, and reviewing the work of staff on an assigned shift involved in police records management.

Position Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Performs a variety of customer services functions applicable to records release and maintenance, including receiving, responding to, entering and verifying for accuracy police reports.
Maintains and updates records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required; purges records and files as required.
Processes requests for vehicle releases and subpoenas for officer court appearances, and various other reports and documents.
Enters a variety of statistical data and reporting into computer systems with a high degree of accuracy.
Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.
Performs a variety of reception, administrative support, and clerical duties, including answering and directing telephone calls and calls for service, preparing court packages, taking supplemental reports, accepting and booking property, and distributing incoming mail; sorts, files, copies, and distributes a variety of documents; maintains a variety of filing systems; executes citation sign offs on correctable vehicle mechanical violations; and participates in the registration services.
Collects and prepares documents for arrests and citations; forwards documents to appropriate department, unit, and court; indexes a wide variety of violations and notifications; compiles and distributes complaints.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and unit policies and procedures in determining completeness of applications, records, and files.
Provides research assistance to officers and other law enforcement personnel as requested.
Performs other duties as assigned.

In performing the duties described above, the incumbent is expected to:

Provide outstanding and friendly customer service.
Create and maintain a respectful and collaborative working environment.
Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
Demonstrate care for the organization, customers, and coworkers.
Perform work of the highest quality possible.
Practice and encourage initiative and innovation to improve the workplace.

Minimum Qualifications

KNOWLEDGE OF:

Operations, policies, procedures, and functions of the Public Safety Department.
Basic understanding of law enforcement terminology.
Modern office practices and procedures, including filing and the use of standard office equipment.
Business arithmetic and basic statistical techniques.
Basic principles of record keeping.
Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination.
Computers and software programs related to public safety operations to conduct, compile, and/or generate documentation.

ABILITY TO:

Learn basic functions, principles, and practices of law enforcement agencies.
Learn and interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures.
Learn techniques, methods, and processes of police record management and retrieval.
Organize, research, and maintain technical and administrative files.
Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.
Make accurate arithmetic and statistical calculations.
File and maintain automated and hardcopy records with accuracy.
Organize own work, set priorities, and meet critical deadlines.
Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to a high school diploma and two (2) years of work related experience in a high public contact work environment. College-level coursework or experience in criminal justice or related field is desirable.

LICENSES AND CERTIFICATIONS:

Possession of, or ability to obtain, a valid California Driver’s License and a satisfactory driving record by time of appointment.

Other Qualifications

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. The principal duties of this class are performed in a public safety facility with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases.

TO APPLY:
To be considered for this opportunity, please visit "Job Opportunities" at http://www.ci.rohnert-park.ca.us/ for an online application and the required supplemental questionnaire. Work history must include all employment for the last ten years. All applications will be screened for completeness and possession of minimum qualifications. Applications will be reviewed in detail to identify the most qualified candidates to interview.

PLEASE NOTE:
You may submit a resume or other relevant documents to further describe your qualifications; however, "See Resume" will not meet the requirements to submit a complete application, including employment history, or be accepted in lieu of responses to supplemental questions.

If you need assistance applying online, please click on the Application Help/FAQ's link: https://www.governmentjobs.com/home/faq

~EQUAL OPPORTUNITY EMPLOYER~
INFORMATION SUBJECT TO CHANGE

Benefits

: CALPERS RETIREMENT: Per the Public Employees' Pension Reform Act (PEPRA), effective 1/1/13, new-hire employees will be in the Misc. 2% at Age 62 retirement formula with a 3-year final compensation. Employees must contribute 50% of the normal cost rate to CalPERS, which is currently 8.0%.

Medicare Taxes are withheld, but the City does not participate in Social Security.

MEDICAL INSURANCE: Employees may select from Kaiser, REMIF, or Sutter Health plans. The City contributes a set credit amount based on coverage level.

DENTAL & VISION INSURANCE: City provides Ameritas Dental and VSP (vision) insurance at no premium cost to employee and eligible dependents.

HOLIDAYS: 13.5 paid holidays per year.

ANNUAL LEAVE PROGRAM: 14.0 hrs/month accrual for paid time off. Accrual schedule increases with service. The maximum Annual Leave cap is 600 hours.

ADDITIONAL BENEFITS: City-paid $50,000 life insurance policy and $1000 for dependents, Short-Term Disability Insurance, Long-Term Disability Insurance, Employee Assistance Program, Education and Tuition Reimbursement Program, Bilingual Pay, Dependent Care Assistance Program, Health Care Tax Free Dollar Account Program, Catastrophic Leave Program, and free use of the City's Sports Center and lap swim in the City's swimming pools. Employees may purchase supplemental life insurance, participate in deferred compensation program and join in a credit union. The City is a non-smoking workplace.

EMPLOYEE UNIT: This position is in the Rohnert Park Employees' Association Unit. Positions in this unit that are Exempt under the Fair Labor Standards Act (FLSA) receive 50 hours of Administrative Leave.

For further details about the benefits offered, please Click here

Supplemental Questions

Please describe how your previous job experience relates to the work of the Public Safety Records Clerk.

This position often involves working on multiple tasks/assignments with competing deadlines and frequent interruptions (phone calls, emails, etc.) What tools would you use to successfully manage your workload?

Do you have experience working with and maintaining confidential information? Please explain.

Please describe your most challenging customer service experience. Include the steps you took to resolve the issue and the final outcome.

Please describe any additional knowledge, skills and/or abilities that you feel qualify you for the position of Public Safety Records Clerk.

I understand that any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background check including a polygraph and psych evaluation, medical examination and drug testing, and fingerprinting to check conviction history. A conviction history will not necessarily disqualify a candidate from appointment; however, failure to disclose conviction history will result in refusal of employment or termination after employment.

Required Question

Agency Information

Employer: City of Rohnert Park
Address: 130 Avram Avenue

Rohnert Park, California, 94928
Phone: (707) 588-2261
Website: http://www.rpcity.org