City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council approve the revised classification specification
for Police Records Technician.
BACKGROUND
A routine part of the recruitment preparation process is reviewing the current
classification specification. This review was conducted jointly by Human Resources’
staff with assistance from Police Department Management. As a result, revisions to
the Police Records Technician classification specification (Attachment 1) are
attached for your approval.
The revised classification specification has been reviewed by the Culver City
Employees’ Association and approved by the Civil Service Commission at the
January 7, 2009 meeting.
DISCUSSION
As part of the routine review minor language changes have been made throughout
the classification and align this classification with other similarly situated
classification specifications. The proposed language changes clarify duties
performed, required skill set, physical requirements, and working conditions. To
illustrate, the marginal job duty language revision clarifies that incumbents act as an
assistant or observer to jail staff when performing the jail duty assignment. In
addition, this proposed language is consistent with the Culver City Employees
Meeting Date: 01/26/09 Item Number: C-11
AGENDA ITEM: Approval of the Revised Classification Specification for Police
Records Technician.
Contact Person/Dept.: Amy Webber Phone Number: 310-253-5652
Fiscal Impact: Yes [] No [x] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [x]
Public Notification: Master E-Mail Notification List (01/21/09), Culver City Employees
Association on 01/21/09
Department Approval:
City Attorney Approval:
Carol Schwab (by H. Baker) (01/15/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (01/21/09)
City Manager Approval:
Jerry B. Fulwood (01/21/09) City of Culver City, California
City Council Agenda Item Report
Association (“CCEA”) MOU, since there is specific pay associated with the jail duty
assignment.
FISCAL ANALYSIS
There is no fiscal impact associated with the approval of this item.
ATTACHMENTS
1. Revised Classification Specification for Police Records Technician
2. Organizational Chart for the Police Department, Administration & Investigations
Bureau
MOTION
That the City Council:
Approve the revised classification specification for Police Records Technician.
MEETING DATE: 01/26/09
AGENDA ITEM: 1) Approval of the Revised Classification Specification for Police
Records Technician.
ATTACHMENTS
Pages
1. Classification Specification for Police Records
Technician 1 - 2
2. Organizational Chart for the Police Department,
Administration & Investigations Bureau 3
ATTACHMENT 1
HUMAN RESOURCES DEPARTMENT
November 1998
January 2009
POLICE RECORDS TECHNICIAN
DEFINITION
Occupants of this classification are in the classified service. Thisese classification positions performs
specialized police records duties utilizing office equipment and requiring a working knowledge of the
specialized records subject matter and the specialized functions involved. The incumbents of this
classification require and receive minimal supervision, but function within general procedural and policy
limits.
SUPERVISION RECEIVED AND EXERCISED
The positions assigned to this classification report to the Records Section supervisor or Watch
Commander.
ESSENTIAL JOB DUTIES
The following tasks are essential for this position. Incumbents in this classification may not perform all
of these tasks, or may perform similar related tasks not listed here.
1. Maintains crime, arrest, and incident report files. Ensures such records are properly organized and
keeps filing up-to-date by correctly using the Department’s filing system. Checks documents for
completeness, accuracy, and compliance with legal and other requirements.
2. Accepts walk-in requests for reports or information, and cCourteously and tactfully assists the
public.
3. Enters and retrieves information and data from law enforcement teletype and computer terminals.
Inputs data to the teletype and computer terminal. Operates other office equipment such as fax,
word processor and the accompanying printer.
4. Retrieves, assembles, and disseminates reports and information from the files in an accurate and
timely basis for Ddepartmental staff. Understands and is able to correctly use the filing system to
respond to requests for reports and information.
5. Prepares criminal statistical reports required by the Police Department consistent with established
deadlines.
6. Classifies incoming crime reports in accordance with the Federal Bureau of Investigation (“FBI”)
Uniform Crime Reporting Criteria. Minimizes classification errors.
7. Processes fingerprint cards entering arrest data to the card, forwarding copies to the Department
of Justice and the FBI, and filing a copy in departmental files.
8. Receives, verifies, and accounts for money for bail and for reproducing police reports with extreme
care and accuracy.
9. Processes taxicab permits, business license applicants and classified school personnel.
Administers tests, takes fingerprints, prepares receipts and performs background checks using
business license and traffic bureau information. Page 2
Police Records Technician
MARGINAL JOB DUTIES
The following tasks are typically performed by individuals in this classification but are not considered
essential.
1. Assists jail staff by Pperformings jail the dutyies assignments, of a matron as required when
housing to strip search female prisoners, including but not limited to: observing , make regular jail
checks, strip searches, and female arrestees during assists in transportation. of arrestees to
County jail or local hospitals.
MINIMUM KNOWLEDGE, SKILLS AND ABILITY
Knowledge of:
• Modern office methods and practices, and the operation of common office equipment.
• Basic English, grammar, spelling, vocabulary, and arithmetic.
Skill and Ability to:
• Update and maintain records and files.
• Read and write basic English.
• Operate standard office machines such as word processors, computer terminal and printers, fax
machine.
• Follow verbal and written instructions.
• Understand and interpret written material and records.
• Accurately useing mathematical figures, grammar, punctuation, and spelling.
• Prepare reports in an accurate fashion.
• Establish and maintain effective working relationships with other divisions, fellow employees, and
the public.
• Keyboard accurately at a speed of 35 net words per minutes.
• Perform arithmetic computations quickly and accurately.
TRAINING AND EXPERIENCE
Any combination equivalent to training and experience that could likely provide the required knowledge,
skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would
be: high school graduation or equivalent and one year of clerical experience.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
• Require vision (which may be corrected) to read small print.
• Require the mobility to stand, stoop, reach, and bend. Require mobility of arms to reach and
dexterity of hands to grasp and manipulate small objects.
• Require the ability to pPerform lifting, pushing and/or pulling which does not exceed 50 pounds and
is an infrequent aspect of the job.
• Is subject to office environmental conditions.
• May be required to work evenings, or weekends or holidays.
• May be required to work at a video display terminal for prolonged periods. POLICE DEPARTMENT
ADMINISTRATION & INVESTIGATIONS BUREAU
ASSISTANT CHIEF
ADMINISTRATION &
INVESTIGATIONS BUREAU
POLICE LIEUTENANT
LITIGATIONS/RECORDS
MANAGEMENT
POLICE RECORDS
TECHNICIAN (3)
NIGHT WATCH
POLICE RECORDS
TECHNICIAN (3)
DAY WATCH
SENIOR MANAGEMENT
ANALYST
POLICE LIEUTENANT
PERSONNEL & TRAINING
POLICE OFFICER
RANGE MASTER
POLICE
SERGEANT|1010|PERSONNEL &
TRAINING
SECRETARY|1010|Indicates supervision of excepted part time personnel, Police Recruits.
POLICE LIEUTENANT
INVESTIGATIONS
IDENTIFICATION/
PROPERTY
SUPERVISOR
FORENSICS
SPECIALIST (2)
COMMUNITY
SERVICE OFFICER
PROPERTY
TECHNICIAN (2)
BUILDING
ENGINEER
CUSTODIANS (2)
COMMUNITY
SERVICE OFFICER
SERGEANT
CRIME IMPACT
TEAM
SERGEANT
ADULT SECTION
SERGEANT
JUVENILE SECTION
POLICE OFFICERS (5)
JUVENILE SECTION
POLICE OFFICERS (8)
ADULT SECTION
POLICE OFFICERS (3)
TASK FORCE
POLICE OFFICERS (5)
CRIME IMPACT TEAM
FISCAL YEAR 2008-2009
ATTACHMENT 2