Under general supervision, performs specialized clerical and office-technical work of above-average difficulty and complexity within the Sheriff's Office including, but not limited to, the receipt, evaluation and provision of crime-related information over the radio; and does related or other work as required in accordance with Rule 3, Section 3, of the Civil Service Rules.
CLASS CHARACTERISTICS
Incumbents in this class are primarily responsible for responding to radio requests from on-duty and/or on-scene officers seeking criminal records-related information. They provide officers with immediate radio contact with the Sheriff's Records Division for the purpose of researching, obtaining and providing information available through various computer systems, outside agencies and other law enforcement-related records. The incumbents assist the officers in getting up-to-date information related to warrants, vehicle identification/licensing, restraining orders, and other law enforcement actions/records, and also perform a variety of other records-related functions. Overall, they apply a moderate amount of initiative and independent judgment to perform a limited range of complex duties utilizing specialized procedures within established policies. Although incumbents may perform some repetitive tasks involving complex clerical processes (i.e., accessing and researching criminal data by using various automated systems within established procedures), the duties described by this class require incumbents to utilize an in-depth understanding of law enforcement records administration, which provides the basis for decision-making. Such decisions may require quick action and may have significant safety, legal and/or other law enforcement implications.
TYPICAL DUTIES
Obtains and provides specialized and complex criminal record data related to warrants, vehicle registrations, driver's licenses, restraining orders, and other information in order to support on-duty/on-scene officers; identifies officer needs and appropriate sources of data; accesses computer systems and contacts outside agencies to locate requested information; reviews information and identifies the items critical to the issue at hand; researches difficult and complex records issues as necessary.
Processes and maintains specialized and complex criminal records data; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems; enters complex data into systems for the purpose of documenting status information and updating records systems.
Searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations to the general public and others; interprets and applies various laws, regulations, ordinances and policies as they relate to criminal records-related functions; may create and/or issue complex documents; provides customer service in a calm, helpful and effective manner.
Prepares a variety of difficult reports and documents requiring advanced knowledge of criminal records and related law enforcement procedures including, but not limited to, coroners cases, investigative reports, and special advisory teletypes; develops documents from dictation, draft and other sources; performs advanced editing for grammar, punctuation and form; may draft documents independently as appropriate.
May perform limited secretarial duties for various staff including supervisors, officers and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff.
MINIMUM QUALIFICATIONS
EITHER PATTERN I
Experience: One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service that included significant responsibility for researching, retrieving and/or entering criminal records data.
OR PATTERN II
Experience: Three years of general clerical, secretarial and/or office technical work.
Substitutions: a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
AND
Certificates: If required by the nature of the assignment, 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.
Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.
KNOWLEDGE
General principles and practices of law enforcement records administration; basic law enforcement and criminal justice terminology; advanced office practices and procedures; principles of planning and organizing work; methods of researching, gathering, organizing and reporting data; personal computer systems and office computer software, including familiarity with specialized law enforcement and criminal justice computer systems; public relations techniques; advanced filing and record keeping systems; complex correspondence and report formats; arithmetical operations related to advanced clerical/technical/financial processes; basic principles of training and supervision.
ABILITY
Obtain and provide complex criminal records information over the radio; gather criminal records information from a variety of sources including computer systems, outside agencies and manual files; research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities; evaluate and establish priorities; gather, organize, input and maintain complex information, including law enforcement-specific data; provide/obtain detailed information to/from others, even in difficult situations; make quick decisions under pressure; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.
PHYSICAL/MENTAL REQUIREMENTS
Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone/radio, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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