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Resolution - 6028RESOLUTION NO. 6028 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING THE CLASS SPECIFICATION OF POLICE RECORDS CLERK I AND • POLICE RECORDS CLERK II, AMENDING SECTION 3 OF RESOLUTION NO. 5953 RELATING TO THE.CITY'S BASIC PAY RANGE STRUCTURE, AND AMENDING SEC- TION I, APPENDIX A, OF RESOLUTION NO. 5952 RELATING TO THE LIST OF AUTHORIZED POSITIONS. The City Council of the City of West Covina does resolve as follows: SECTION 1. Pursuant to the recommendation of the Personnel Board of the City of West Covina, the classification specifications for: a. Police Records Clerk I, and b. Police Records Clerk II, attached hereto and marked Exhibit A and Exhibit B, and by this reference incorporated herein, are hereby adopted. SECTION 2. Section 3 of Resolution No. 5953 relating to the City's Basic Pay Range Structure of compensation for the classified service is hereby amended to include the classification of Police Records Clerk I at Salary Range G-3a, *800.08 to $962.32, and the classification of Police Records Clerk II at salary range • G-5, $857.00 to $1031.50. L� SECTION 3. Section I, Appendix A, of Resolution No. 5952 relating to the list of authorized positions is hereby amended by: a. The deletion of four Account Clerk and one Clerk Stenographer positions; and b. The addition of five Police Records Clerk II positions; and C. The deletion of eight Police Records Clerk positions; and d. The addition of eight Police Records Clerk I posi- tions. SECTION 4. The City Clerk shall certify to the adoption of this resolution. ATTEST: ZA4e_-��� az,107�_ City Clerk Mayor Page Two I hereby certify that the foregoing resolution was duly adopted by the City Council of the City of West Covina at a regular meeting thereof held on the loth day of December , 1979, by the following vote of the Council: AYES: Councilmen: Miller, Tice, Shearer, Browne, Chappell • NOES: Councilmen: None ABSENT: Councilmen: None APPROVED AS TO FORM: 4 City Attorney • 0 City Clerk • "EXHIBIT A" CITY OF WEST COVINA R E V I S E D CLASS SPECIFICATION DECEMBER 1979 SALARY RANGE G-3a POLICE RECORDS CLERK I Job Summary .Under general supervision on a rotating shift basis, types a variety of reports and other materials from cassette tapes or rough drafts; maintains and searches records related to police activities; performs matron duties; performs general clerical work; and does related work as required. Representative Duties Types reports on police activities from cassette tapes and rough drafts including the correction of minor errors in grammar, punctuation, and spelling; files reports and makes up case folders; types, files and pulls cards on police contacts and stolen property; provides information from police files to law enforcement personnel, public and private agencies, and citizens within established regulations; accepts bail bonds and is- sues receipts; responds to questions and complaints from City residents in accordance with departmental procedures; receives calls for police services and relays pertinent information; types formats for forms, memos, and letters; may compile data on police activities and prepare related reports; searches female prisoners for contraband and weapons and may temporarily take charge and care for juveniles; may be required to appear in court to testify on work related matters; and may type in- put record data using a computer remote terminal, retrieve data, and operate printer as required in accordance with departmental policy and procedure. Organizational Relationship • C es performance of shift ass maintains respons nd some computer input of po is. The class provides the or Police Records Clerk II. ar Training and Experience t Services Division. The position re- -and matron duties. Police Records element of the Police Department as ty for transcription and typing of all lice Department phone and desk service e data, all on an around the clock ba- erience needed to successfullv compete t as necessarv. Qualifications Guide Educational achievement equivalent to graduation from high school, pre- ferably including or supplemented by courses in typing, office proce- dures and English. Some experience in general clerical work -vrhich included typing tasks would be considered an asset. (continued) 40 U U CITY OF WEST COVINA POLICE RECORDS CLERK I Knowledge and Abilities (continued) Desirable Knowledge and Abilities CLASS SPECIFICATION DECEMBER 1979 Knowledge of business English and letter forms; working knowledge of office procedures, methods and machines; some knowledge of the func- tions of a police department. Ability to maintain filing systems; ability to speak clearly and dis- tinctly; ability to deal effectively with the public including people who may be upset or irritated; ability to make simple arithmetical computations quickly and accurately. Desirable Skills General Typing: 40 words per minute with accuracy -- should progress to 50 words per minute prior to completion of probation. NCR, Key Punch and Data Processing Equipment: Familiarity with/or ability to learn. 0 • CITY OF WEST COVINA "EXHIBIT B" POLICE RECORDS CLERK II • CLASS SPECIFICATION DECEMBER 1979 Salary Range G-5 JOB SUMMARY Under supervision, responsible for clerical duties relating to the • processing, orderly compilation and computer input and retrieval of all police transactions relating to traffic, warrants and statistical records; acts as clerical aide to Detective Bureau; performs matron duties; deals daily with public and other agencies; and performs necessary clerical duties and records maintenance functions as assigned. May be subject to shift assignment. • Representative Duties Processes, compiles, maintains, inputs into computer and distributes all police reports and notifications; records arrest warrants, crime reports and traffic citations; compiles data on crime statistics, arrests and traffic activities into monthly reports; forwards warrant notices and traffic citations, and initiates contact for payment; processes stolen vehicle, impound and collision reports and contacts involved parties to report disposition; re- ceives warrant payments and forwards to court; oversees and coordinates computer files and checks data entry for accuracy; composes letters of notification and develops standardized forms; has daily contact with local and county jurisdictions in update and validation of computerized statistics; performs matron duties; may be required to appear in court to testify on work related matters; answers phone inquiries related to police reports, department policy and City policy; responds to public counter; schedules and monitors Detective case load and maintains Detective Bureau filing system; performs transcription of police reports from cassette tapes; files; and performs other related tasks; operates typewriter, computer terminal, telephone, adding machine and calculator daily, and other office equipment as needed. The Police Records Clerk II assignments are rotational and incumbents must have knowledge of all areas of performance in order that proper back-up may be maintained. Organizational Relationship The Police Records Clerk II assumes overall responsibility for know- ledge and abilities in traffic, warrants processing and statistics and may be assigned to the Detective Bureau, Administrative Office or another division of the Police Department. The classification is promotional from Police Records Clerk I and may involve occasional supervisory and training/orientation functions. Police Records Clerk II ranks below and provides a potential promotional opportunity for movement into Technical Services Specialist or Police Records Supervisor. The classification is generally assigned to the Records Bureau of the Support Services Division of the Police Department and is supervised by the Police Records,Supervisor. C_ CITY OF WEST COVINA CLASS SPECIFICATION POLICE RECORDS CLERK II DECEMBER 1979 Salary Range G-5 QUALIFICATIONS GUIDE Training and Experience • Graduation from high school or equivalent, including course work in typing, office practice and english. One year experience as City of West Covina Police Records Clerk I or two years responsible clerical experience, at least some of which must have been in a law enforcement -related position. Previous experience or familiarity with data processing and editing and transcribing reports from recorded tapes is desirable. Note: Minimum qualifications are a guideline. Education and/or experience may be substituted for one another in cases where a candidate is exceptionally qualified. Knowledges and Abilities Knowledge of: Police procedures and terminology; court.policies and procedures; records maintenance; computer input and retrieval systems; English grammar, word usage and sentence structure; public relations; and understanding of office management methods and pro- cedures. • Ability to: Perform more complex and detailed clerical tasks; work independently with minimal instruction; coordinate and organize varied work responsibilities effectively; compile data quickly and accurately; understand and explain Department and City policies; compose correspondence and reports; deal tactfully with the public including irate persons; deal responsibly and positively with co- workers on all levels, other City employees and contact agencies; utilize initiative in assignments; follow written and oral instruc- tions; oversee the work of others; display flexibility in assign- ments, and learn new procedures and methods quickly. Skills General Typing: 50 words per minute. N.C.R. Key Punch and Data Processing: Familiarity or ability to learn.