SHERIFF'S RECORDS CLERK

Job Specifications

Class Code:	BN5
Analyst:	MM/JAD/MM

Date Originated:	9/77
Dates Revised:	10/80, 2/82 ,4/85, 9/12

SANTA CRUZ COUNTY

DEFINITION

Under general supervision, to do varied indexing, filing and typing tasks on a rotating shift basis in processing and maintaining reports, records and documents for the records system of the Sheriff's Department; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

Incumbents of positions in this class rotate periodically among record keeping assignments in a section, which operates on a 24 hour, seven-day a week basis. Incumbents must be capable, after training, or performing the work of the various assignments independently. The use of typing skills is essential to the satisfactory performance of the work of all positions in this class. Incumbents may have frequent public contact that requires them to have knowledge of specific laws, rules and policies related to the function to which assigned. Supervision exercised by positions in this class is usually limited to initial training and orientation of new employees. All incumbents may rotate among day, swing and graveyard shifts, which include weekend and holiday work.

TYPICAL TASKS

Accesses, queries, enters and retrieves data from multiple automated and manual criminal justice/law enforcement information systems. Receives, logs, tallies and distributes crime and officers' reports; logs and  enters citations;  enters Coroner investigation reports; enters data on  individuals reporting or involved in an incident;  enter data of stolen bicycles, guns, serialized and other property; reviews crime reports to ensure completeness of processing; marks items to be entered; runs arrest record checks of persons booked and assigns and logs arrest record numbers if no prior record exists; processes disposition of arrest and court action forms;  maintains case files, arrest record files, index files, citation files, warrant files and daily activity records;  retrieves data such as arrest record, warrants and classification on individual detainees and  sends warrant arrest and release information to other law enforcement agencies;  receives, logs and tallies warrants; receives warrant payments and issues receipts; runs warrant checks for bail bondmen, attorneys, departmental units and other departments;  enters names of wanted persons into information system; recalls warrants; enters dispositions on case into records system; may provide initial orientation and training to new employee; may be assigned to review the work of other employees; may provide vacation and other temporary relief for supervisor or for other classes as required.

EMPLOYMENT STANDARDS

Knowledge:

• Working knowledge of office procedures and practices, including filing systems.
• Working knowledge of vocabulary, spelling, grammar, and punctuation.

Ability to:

• Perform varied clerical work involving independent judgment and requiring accuracy and speed.
• Do alphabetic and numeric sorting and filing in maintaining a complex filing system.
• Quickly learn the specific operations of the function to which assigned.
• Spell correctly.
• Understand and follow oral and written directions.
• Establish and maintain cooperative relationships with the public and others contacted in course of work.
• Make simple arithmetic computations.
• Operate standard office equipment.

Training and Experience: Any combination of training and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain these knowledge and abilities is:

One year of experience in general office clerical work that would provide the required knowledge and abilities.

Formal secretarial or general office clerical training may be substituted for up to six months of the required experience on an hour for hour basis.

Performance: Type accurately at a moderate rate of speed.

Previous Class Title:  None

Bargaining Unit: 41

EEOC:  06

Occupational Group:  010

Worker’s Compensation Code:  0053