Police Records Lead

  • City of Tustin, CA
  • Tustin, California
  • Mar 08, 2024
Full Time Public Safety
  • Salary: $4,926.13 - $6,631.73 Monthly USD

Job Description



To be considered, a City application and typing certification (40 nwpm) must be submitted. For typing certification requirements, CLICK HERE .

Under general supervision, provides assistance and oversight to police records staff and performs the most complex and specialized records management duties.


The Police Records Lead is the advanced journey level civilian classification in the Police Records series. An employee in this classification oversees the work of a shift of records staff and assists with maintaining police records systems and providing information and assistance to law enforcement personnel and the general public. The Police Records Lead is distinguished from the Police Records Specialist by a more advanced knowledge of pertinent laws, codes, ordinances, and regulations, the performance of the more difficult and complex unit assignments, and the responsibility for providing leadership and guidance to subordinate records staff.


Receives general supervision from the Police Records Supervisor.

Provides lead supervision to Police Records Specialists.


Each component listed below must be passed in order to continue to the next phase. Applicants will receive written notification of their current status in the selection process.

1. Oral Panel Interview

3. Background Investigation

4. Police Chief's Interview

Candidates successfully completing all components of the selection process will be placed on an employment eligibility list from which hires may be made. The eligible list is valid for one year. The duration of the selection process typically lasts 6-9 months.

Examples of Duties

Duties may include, but are not limited to, the following:

• Provides leadership and guidance to records personnel on an assigned shift to ensure compliance with established policies and procedures; explains work procedures and methods; performs or assists with the most complex, difficult, or sensitive duties

• Observes and strictly enforces security regulations and procedures pertaining to the processing, maintenance and release of highly confidential records and reports

• Reviews the work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and regulations; ensures proper practices and procedures are followed

• Trains records employees in work methods, procedures, and techniques; provides guidance and technical assistance to staff

• Monitors employee performance; assists Police Records Supervisor with the preparation of performance evaluations

• Assists the Police Records Supervisor with scheduling, prioritizing, and coordinating staff work assignments to ensure proper coverage

• Serves as administrator for electronic fingerprinting system; adds and deletes personnel to system user group; schedules personnel for training as necessary

• Acts as the Police Records Supervisor as directed

• Processes, maintains, and updates a variety of departmental files, records, and databases on warrants, citations, arrests, criminal cases, investigations, employee training records, employee performance evaluations, and related police data; operates electronic records management system, California Law Enforcement Telecommunication System (CLETS) and National Crime Information Center (NCIC) law enforcement network systems, and/or standard business software to enter and retrieve data; verifies and approve CLETS data entries

• Electronically scans, indexes, and files accident, crime, and arrest reports, citations, and other police data; organizes records in alphabetical, numerical, chronological, or subject matter classification

• Researches, retrieves, compiles, and copies information from police records to assist police field personnel with ongoing investigations and operations; processes outgoing requests for information from the public, court representatives, and other law enforcement personnel via mail and facsimile

• Compiles, tabulates, and verifies information and statistical data pertaining to arrests, cases, and other departmental operations; prepares related statistical and summary reports for use by police personnel and the court system

• Completes, collects, organizes, and distributes forms, informational materials, and other paperwork for departmental staff, courts, and law enforcement agencies; checks forms, records, reports, and files for accuracy, completeness and conformance to departmental policies and procedures

• Types, completes, and distributes a variety of letters, memoranda, notifications, and general correspondence

• Assists the public and other law enforcement agencies at the counter and over the telephone; responds to questions, complaints, and requests; provides information regarding departmental procedures and regulations involving police records, criminal violations, and impounded vehicles; directs callers to appropriate parties as necessary

• Provides coverage for Police Records Specialists, as necessary

Minimum Qualifications

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:

Education and/or Experience:

Graduation from high school; and three (3) years of general clerical or records management experience. Police records experience is desirable.

Licenses and/or Certificates:

A valid California Law Enforcement Teletype Systems (CLETS) certificate is required within three months of employment.

Special Requirements:

Satisfactory results from a background investigation and administrative screening. Required to work rotating shifts that are typically twelve and one-half (12 ½) hours per day and which include evenings, weekends, and/or holidays.


Knowledge of:

• Principles and practices of lead supervision and training

• Principles and procedures of records management, including alphabetical, numerical, and chronological filing systems

• Standard business software, including word processing, spreadsheet, database, and scanning programs

• Proper English usage, spelling, grammar and punctuation

• Federal, state and local laws, codes, ordinances, and regulations governing the maintenance and release of police records and information

Skill to:

Operate various types of standard office equipment including a personal computer and related software

Ability to :

• Plan, organize, supervise, assign, and evaluate the work of others

• Interpret, explain, and apply pertinent federal, state and local laws, codes, ordinances, and regulations

• Communicate clearly and concisely, orally and in writing

• Understand and follow oral and written instructions

• Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence

• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines

• Establish and maintain courteous and effective working relationships with coworkers, management, government officials, the public, and others encountered in the course of the work

• Type accurately at a speed of at least 40 net words per minute

• Maintain confidentiality of sensitive information

• Effectively handle multiple priorities, organize workload, and meet strict deadlines

• Perform basic arithmetic computations with speed and accuracy

• Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner

• Work independently and efficiently with a minimum amount of on-site supervision

Working Conditions & Physical Demands

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; reach with hands and arms. Employees are frequently required to walk and stand and to lift and move records and documents weighing up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee works in a paramilitary environment with a highly structured chain-of-command system.

Mental Demands:

While performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with staff, other law enforcement officials, and the general public.

Work Environment:

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels. The employee may be exposed to individuals under arrest when fingerprinting and photographing arrestees and/or physically searching female arrestees.

TYPING CERTIFICATION For typing certification requirements (40 net words per minute), CLICK HERE .

The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.

The City of Tustin offers a comprehensive compensation and benefit program that includes:

The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount forEmployee + 2is $1750per month.

The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.

Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City.

Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 6.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program. The City contracts with Nationwide Retirement Services.

General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.

The City has 13paid holidays per calendar year.

Full-Time employees receive a $100,000 life insurance policy.

The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.

The City provides a uniform maintenance allowance of $250 per year for those full-time employees required to wear a City uniform.

Educational Incentive pay for unit employees as follows:
BA/BS degree - $28.85 per pay period
Masters degree - $38.46 per pay period

Employees in this bargaining unit may be assigned the 9/80, 3/12.5or 4/10 alternative work schedules.

Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.

After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.

Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.

All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1.45%.

The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

The City has specialty pay for designated positions. Examples of specialty pay include Bilingual Pay, Stand-by Pay, Call-Back Pay, Special Assignment and Shift Differential.

Closing Date/Time: Continuous

Job Address

Tustin, California United States View Map