CC 2014-10-14_08.m. Reso Approving Modifications to Police StaffingMEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN N. ANNIBALI, CHIEF OF POLICE
SUBJECT: CONSIDERATION OF A RESOLUTION APPROVING MODIFICATIONS TO
POLICE DEPARTMENT STAFFING
DATE: OCTOBER 14, 2014
RECOMMENDATION:
It is recommended that the City Council adopt a Resolution modifying staffing in
the Police Department in order to address the revised needs of the Police
Department and the community.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The proposed changes reflect no financial impact to the City. The changes
proposed can be covered within the current approved FY 2014-15 Police
Department budget. The addition of the part-time Records Clerk will come from an
approved, budgeted and unfilled Reserve Police Officer position.
BACKGROUND;
For many years the Police Department operated a stand alone public safety
dispatch center. In order to provide for adequate staffing, the position of Support
Services Technician (SST) was developed. The SST position concept was to have
personnel trained to dispatch when needed, even though their primary
responsibility may have been either the Records or the Property-Evidence function.
On April 22, 2014, Council authorized the City Manager to enter into an agreement
with the County of San Luis Obispo Sheriff for 911 public safety dispatch services.
In May, 2014, the Sheriff's Department assumed the responsibility of dispatch
services and the function ceased within the Police Department.
Following the Sheriff's Department assuming this function, two SST positions
remained in the Police Department. One position was a full-time position
dedicated to Records and the other was a full-time position dedicated to Property-
Evidence.
In order to accurately reflect current duties and responsibilities, the Police
Department is currently recommending a change in title and job description for
these two positions and the addition of a part-time records clerk.
Item 8.m. - Page 1
CITY COUNCIL
CONSIDERATION OF A RESOLUTION APPROVING MODIFICATION TO POLICE
DEPARTMENT STAFFING
October 14, 2014
PAGE 2
ANALYSIS OF ISSUES:
A review and needs assessment of the currently authorized and titled support
positions in the Police Department was conducted following the disbanding of the
dispatch function. The result of that needs assessment identified the following
priorities:
• Records {Full-time): This assignment was identified as a position that
needed to remain. However, the title, job description and compensation need
to be modified. The new title of "Records Clerk" with the corresponding job
description and compensation is recommended.
• Records {Part-time): Currently, the Police Department is budgeted for one
part-time Records Clerk. The assessment identified the need to provide for
an additional part-time position due to the fact that dispatch personnel are
no longer available to assist in the records function.
• Property-Evidence Technician {Full-time): This assignment was identified
as a position that needed to remain. However, the title and job description
need to be modified. The new title of "Property-Evidence Technician" with
the corresponding job description is recommended.
An effective date for the proposed change is the pay period beginning November
21, 2014 following the retirement of the current SST assigned to Records.
A meet and confer meeting was held with the Arroyo Grande Police Officers
Association on October 2, 2014 regarding the proposed changes. The AGPOA
representative indicated they were in tentative agreement of this proposal at this
time with a formal meeting scheduled for October 9, 2014. Staff will provide the
Council with the final AGPOA voting results prior to the Council meeting.
ALTERNATIVES:
1. Approve the proposed changes to full and part-time personnel.
2. Do not approve the proposed changes.
3. Provide direction to staff.
ADVANTAGES:
The proposed restructuring of the full and part-time positions will address the
current needs and duties performed in the Police Department and provide for
essential support services in the community.
DISADVANTAGES:
The only disadvantage identified is the loss of the Reserve Police Officer position.
However, this position was unfilled and one Reserve Police Officer in Patrol
Services is staffed and will remain.
Item 8.m. - Page 2
CITY COUNCIL
CONSIDERATION OF A RESOLUTION APPROVING MODIFICATION TO POLICE
DEPARTMENT STAFFING
October 14, 2014
PAGE3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in the front of City Hall on Thursday, October 9, 2014 and on the
City's website on Friday, October 10, 2014. No public input has been received to date.
ATTACHMENTS
1. Job Description for Police Records Clerk.
2. Job Description for Police Property-Evidence Technician.
3. Job Description for Police Records Clerk (Part-time)
Item 8.m. - Page 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE ESTABLISHING JOB
DESCRIPTIONS AND SALARY RANGES FOR THE
POSITIONS OF POLICE RECORDS CLERK AND
PROPERTY EVIDENCE TECHNICIAN
WHEREAS, the City contracted with the Sheriff's Department in May, 2014 for public
safety dispatch services which eliminated the dispatch function from the Police Support
Services Technician job description; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to eliminate the existing Support Services Technician position and
establish a Police Records Clerk position and Property Evidence Technician position in
the Police Department; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a job description to reflect the duties currently performed
for the position of "Police Records Clerk", a copy of which is attached hereto as Exhibit
"A" and a job description for the position of "Property Evidence Technician", a copy of
which is attached hereto as Exhibit "B", both of which are incorporated herein by this
reference; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a salary range for the position of Records Clerk and
Property Evidence Technician, as set forth herein below, which will be placed on the
full-time Police Officers' Association non-sworn salary schedule.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby eliminate the position of Support Services Technician and
establishes the positions of Police Records Clerk and Property Evidence Technician to
perform the duties and responsibilities set forth in the job descriptions so attached as
Exhibit "A" and Exhibit "B". The permanent full-time positions of Police Records Clerk
and Property Evidence Technician shall receive the rates of pay as follows:
POSITION: Police Records Clerk (full-time)
POA Range 18 (Non-sworn)
$3,535-$4,297/month
POSITION: Property Evidence Technician
POA Range 22 (Non-sworn)
$3,906-$4,746/month
Item 8.m. - Page 4
RESOLUTION NO.
PAGE 2
BE IT FURTHER RESOLVED that this Resolution shall become effective as of
November 21, 2014.
On motion of Council Member , seconded by Council Member
, and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 14 1h day of October, 2014.
Item 8.m. - Page 5
RESOLUTION NO.
PAGE 3
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.m. - Page 6
EXHIBIT A
CITY OF ARROYO GRANDE
POLICE RECORDS CLERK-FULL TIME
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Performs a variety of general administrative, clerical, technical and customer service duties; to process,
distribute, file and maintain police records and reports; to assist in office support duties and perform
related tasks as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, Senior Police Officer (when
acting as a relief Watch Commander). Exercises general supervision over the part-time records clerk
position(s).
ESSENTIAL FUNCTIONS-Essential and other important responsibilities and duties may include, but are
not limited to, the following:
1. Performs a variety of customer services functions applicable to Police records release and
maintenance, including receiving, responding to, and entering requests for police reports.
2. Maintains and updates records according to established policies and procedures, including
indexing a wide variety of violations and notifications, tracking and filing reports, and redacting
confidential information when required.
3. . Enters a variety of data and reporting into complex departmental and State computer application
systems with a high degree of accuracy.
4. Assembles and compiles information for a variety of departmental, State mandated and statistical
reports, including verifying accuracy and completion of reports and maintaining files.
5. Provides general information regarding department policies, procedures, and regulations,
including responding appropriately to requests for information, and requests for service in person
and by telephone, and coordinating work with other City departments.
6. Performs a variety of reception, administrative support, and clerical duties, including answering
and directing telephone calls, preparing court packages and processing restraining orders; sorts,
files, copies, and distributes a variety of documents within the specific area of assignment as
·appropriate within legal and Police Department standards.
7. Operate office equipment including computer and supporting word processing applications,
photocopier, fax machine, word processor and shredder.
8. Participate in training exercises and classes as directed.
9. Perform related duties and responsibilities as required by the Police Chief, Police Commander,
Police Sergeant, or Senior Police Officer to meet the needs of the Police Department and the
community.
10. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City
laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
Revised 5/13/2014
Item 8.m. - Page 7
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 2
11. Responsible for self-compliance with regulations, policies and procedures.
12. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically
defined or described in the Police Department regulations, policies, procedures, and job
description.
13. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty,
and observance of proper personal discipline in accordance with Police Department standards.
14. Process citations, arrest reports and monthly state and City reports as required or directed.
15. Respond to inquiries from employees, outside agencies and the general public regarding
information contained in police reports as appropriate within legal and Police Department
standards.
16. Receive and maintain financial accountability for money received for a wide variety of Police
Department services.
17. Act as the front counter clerk providing customer service in accordance with Department policies
and procedures.
18. Assemble and compile information regarding department policies, procedures, and regulation,
including responding appropriately to request for information and requests for service in person
and by telephone and coordinating work with other City departments.
19. Perform other duties as assigned.
QUALIFICATIONS
Knowledge of:
Methods and techniques of effective customer service on the telephone and in person.
Methods and techniques of effective conflict resolution.
Principles and procedures of record keeping and data retrieval.
Relevant laws, rules and regulations governing the release of information contained in police
reports.
Modern office procedures, methods and equipment including computers and supporting word
processing applications.
Basic verbal and written English language and grammar to be able to reasonably communicate
information with the public and/or complete relevant written documentation required by job
activities.
Relevant federal, state and local laws, codes and regulations.
Ability to:
Speak clearly and calmly over the telephone under normal and stressful conditions.
Remain calm under stressful conditions.
Interact effectively with a wide variety of persons under stressful, hostile, and antagonistic
conditions.
Determine information to be released to the public as appropriate within legal and Police
Department standards.
Maintain accurate records, logs and files.
Operate office equipment including computers and supporting word processing and spreadsheet
applications.
Respond to requests and inquiries from the public with correct and appropriate information.
Work independently in the absence of direct supervision.
Revised 06/1 0/14
Item 8.m. - Page 8
' ' CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 3
Communicate clearly and concisely, both orally and In writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical experience.
Training:
Equivalent to the completion of the twelfth (12th) grade.
License or Certificate
Possession of, or ability to obtain, and maintain a valid California driver's license.
Possession of, or ability to obtain, a valid California Peace Officer Standards and Training (POST)
Commission Records Clerk certificate within one year of employment.
WORKING CONDITIONS
Environmental Conditions:
Office and Police Department environment; exposure to computer screens; potentially hostile or
dangerous environments and stressful situations.
Physical Conditions:
Job duties and responsibilities may require maintaining physical condition necessary for walking, standing
or sitting for prolonged periods of time; light lifting and carrying; repeated bending.
Revised ·06/1 0/14
Item 8.m. - Page 9
EXHIBIT 8
CITY OF ARROYO GRANDE
PROPERTY AND EVIDENCE TECHNICIAN
Class ,specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To support police; to file and maintain police records and reports; and to perform a variety of general
customer service and technical tasks associated with the tracking, handling and safekeeping of evidence
and found property for the Police Department; performs a variety of complex activities in administering
non-sworn police support services and programs for the Police Department; provides a variety of
forensic services related to crime scene investigation, forensic science, and photography; performs
related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, and Senior Police Officer
(when acting as a relief Watch Commander).
ESSENTIAL FUNCTION STATEMENTS-Essential and other important responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:
1. Receives property and evidence, documents the receipt, maintains the physical in~egrity and
control and chain of custody, and physically stores property and evidence in the designated
property and evidence storage.
2. Prepares evidence for submittal to outside agencies or laboratory for analysis, including
packaging, securing, and preserving evidence items, preparing .required forms, and submitting
forms with evidence to laboratory.
3. Coordinates with crime laboratories; determines and justifies which evidence to refer; prepares
and transports evidence including weapons, narcotics, and biological specimens for analysis and
processing by others.
4. Releases and purges property and evidence following appropriate Federal, State and local laws
and regulation; prepares evidence and property for auction and/or disposal upon completion of
court proceedings.
5. Initiates, organizes, updates, maintains, and controls access to complex filing systems and
records, including highly sensitive case files.
6. Acts as liaison to the court and other offices requiring the transmission of property. and evidence;
prepares evidence for officers and investigators fof court proceedings, maintains records and
· tracks such actions and may be called to testify in court.
7. Release property to the public, prepares the proper paperwork and prepares evidence for pick up;
completes the necessary reports and documentation of the release.
8. .Takes information from the public regarding thefts, accidents, lost and found property, and other
incidents that do not require the presence of a law enforcement officer at the scene.
9. Provides ·general information regarding department policies, procedures, and regulations,
including responding appropriately to complaints, requests for information and service in person
and by phone, forwarding written complaints against personnel and coordinating work with other
City departments.
10. Assists sworn officers with investigations, including processing crime scenes when requested,
11 .. Performs difficult, complex, technical and/or specialized office support work that requires the
~xercise of independent judgment, the application of technical skills, and a detailed knowledge of
the activities and procedures specific to the Police Department.
12. Researches and assembles information from a variety of sources for the preparation of periodic
Revised 12/09
Item 8.m. - Page 10
CITY OF ARROYO GRANDE
Property and Evidence Technician (Continued)
Page 2
and special reports and the completion of forms; uses spreadsheets.
13. Prepares correspondence, reports, forms, receipts, and specialized documents, such as property
· claim letters to citizens and other correspondence.
14. Provides technical assistance to co-workers, including providing instruction on proper evidence
collection and maintenance techniques.
15. Determines and recommends equipment and materials for assigned operations, monitors and
controls supplies and equipment; prepares documents for equipment procurement.
16. Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
1. Basic functions, principles and practices of law enforcement agencies including crime scene
investigations and evidence retention practices and regulations.
2. Current forensic methods and techniques used in the collection, analysis, evaluation,
preservations, and presentation of physical evidence.
3. Techniques and procedures used in developing, collection, and analyzing fingerprint evidence.
4. Basic knowledge of types of narcotics and reference books.
5. Occupational Health and Safety Administration (OSHA) requirements for handling and disposing
of evidence with bloodborne pathogens, infectious diseases, and other related body fluid
contamination.
6. Identifying and handling a firearm.
7. Police terminology and law enforcement codes.
8. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures.
· 9. Occupational hazards and standard safety practices necessary in the assigned area.
10. Techniques for records management and evidence processing, including records disbursement
and chain of evidence procedures.
11. Methods used in the collection, tabulation, review, analysis, and distribution of evidence and
property, forms, reports, and documents.
12. Modern office practices, methods, and computer equipment and applications related to the work,
including police records management systems, data tracking, word processing, and spreadsheet
applications.
13. Business letter writing and the standard format for reports and correspondence.
14. Business arithmetic and basic statistical techniques.
15. English usage, grammar, spelling, vocabulary, and punctuation.
16. Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors and City staff.
Ability to:
1. Perform technical, detailed, and responsible law enforcement support work.
2: Interpret apply, explain, and ensure compliance with applicable Federal, State, and local policies,
procedures, laws, and regulations.
3. Enter data into a computer system and prepare written materials with sufficient speed and
accuracy to perform the work.
4. Obtain necessary information from individuals in stressful or emergency situations.
5. Ana~yze situations and identify pertinent problems/issues; collect relevant information; evaluate
realistic options and recommend/implement appropriated of action.
6. Conduct complex criminal evidence collection and analysis.
7. Photograph crime scenes, traffic collision scenes, and develop latent fingerprints.
8. Make accurate arithmetic and statistical calculations.
9. Prepare clear and effective reports, correspondence, and other written materials.
10. File and maintain automated and hardcopy records with speed and accuracy.
11. Organize own work, set priorities, and meet critical deadlines.
12. Operate modern office equipment including computer equipment and software programs.
Revised 12/09
Item 8.m. - Page 11
CITY OF ARROYO GRANDE
Property and Evidence Technician (Continued)
Page 3
13. Operate radio communication equipment.
14. Use tact, initiative, prudence, and independent judgment within general policy and legal
guidelines in politically sensitive situations.
15. Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical, code enforcement or related experience that includes a
high level of public contact. Specialized clerical or law enforcement training is highly desirable. Prior law
enforcement experience is desirable.
Training:
Must be able to complete the POST Evidence and Property Function Management and the forty (40)
hour POST Crime Scene Investigation Courses within one year of employment.
Education
Equivalent to the completion of the twelfth (12th) grade, e.g. high school diploma or a GED.
License or Certificate:
Possession of or ability to obtain a valid California Driver's License by time of appointment.
WORKING CONDITIONS
Environmental Conditions:
Employees work in an office environment with moderate noise levels, controlled temperature conditions
and direct exposure to hazardous physical substances. Employees may interact with upset staff and/or
public and private representatives in interpreting and enforcing departmental policies and procedures.
The principal duties for this position are performed in a police station environment with exposure to
criminal offenders, mentally ill individuals and persons potentially infected with communicable diseases.
Physical Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including
a computer, vision to read written materials, a computer screen, and examine evidence; color vision to
distinguish between evidence and property characteristics; and hearing and speech to communicate in
person and over the telephone and/or radio. This is primarily a sedentary office classification that requires
extended periods of time sitting, standing in and walking between work areas may also be required.
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator
and to operate standard office equipment. Applicant must possess the ability to occasionally bend, stoop,
kneel, reach, as well as lift, carry, push, pull materials and objects up to 75 pounds and heavier with the
use of proper equipment.
Revised 12/09
Item 8.m. - Page 12
ATIACHMENT 1
CITY OF ARROYO GRANDE
POLICE RECORDS CLERK-FULL TIME
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Performs a variety of general administrative, clerical, technical and customer service duties; to process,
distribute, file and maintain police records and reports; to assist in office support duties and perform
related tasks as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, Senior Police Officer (when
acting as a relief Watch Commander). Exercises general supervision over the part-time records clerk
position(s).
ESSENTIAL FUNCTIONS--Essential and other important responsibilities and duties may include, but are
not limited to, the following:
1. Performs a variety of customer services functions applicable to Police records release and
maintenance, including receiving, responding to, and entering requests for police reports.
2. Maintains and updates records according to established policies and procedures, including
indexing a wide variety of violations and notifications, tracking and filing reports, and redacting
confidential information when required.
3. Enters a variety of data and reporting into complex departmental and State computer application
systems with a high degree of accuracy.
4. Assembles and compiles information for a variety of departmental, State mandated and statistical
reports, including verifying accuracy and completion of reports and maintaining files.
5. Provides general information regarding department policies, procedures, and regulations,
including responding appropriately to requests for information, and requests for service in person
and by telephone, and coordinating work with other City departments.
6. Performs a variety of reception, administrative support, and clerical duties, including answering
and directing telephone calls, preparing court packages and processing restraining orders; sorts,
files, copies, and distributes a variety of documents within the specific area of assignment as
appropriate within legal and Police Department standards.
7. Operate office equipment including computer and supporting word processing applications,
photocopier, fax machine, word processor and shredder.
8. Participate in training exercises and classes as directed.
9. Perform related duties and responsibilities as required by the Police Chief, Police Commander,
Police Sergeant, or Senior Police Officer to meet the needs of the Police Department and the
community.
10. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City
laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
Revised 5/13/2014 Item 8.m. - Page 13
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 2
11. Responsible for self-compliance with regulations, policies and procedures.
12. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically
defined or described in the Police Department regulations, policies, procedures, and job
description.
13. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty,
and observance of proper personal discipline in accordance with Police Department standards.
14. Process citations, arrest reports and monthly state and City reports as required or directed.
15. Respond to inquiries from employees, outside agencies and the general public regarding
information contained in police reports as appropriate within legal and Police Department
standards.
16. Receive and maintain financial accountability for money received for a wide variety of Police
Department services.
17. Act as the front counter clerk providing customer service in accordance with Department policies
and procedures.
18. Assemble and compile information regarding department policies, procedures, and regulation,
including responding appropriately to request for information and requests for service in person
and by telephone and coordinating work with other City departments.
19. Perform other duties as assigned.
QUALIFICATIONS
Knowledge of:
Methods and techniques of effective customer service on the telephone and in person.
Methods and techniques of effective conflict resolution.
Principles and procedures of record keeping and data retrieval.
Relevant laws, rules and regulations governing the release of information contained in police
reports.
Modern office procedures, methods and equipment including computers and supporting word
processing applications.
Basic verbal and written English language and grammar to be able to reasonably communicate
information with the public and/or complete relevant written documentation required by job
activities.
Relevant federal, state and local laws, codes and regulations.
Ability to:
Speak clearly and calmly over the telephone under normal and stressful conditions.
Remain calm under stressful conditions.
Interact effectively with a wide variety of persons under stressful, hostile, and antagonistic
conditions.
Determine information to be released to the public as appropriate within legal and Police
Department standards.
Maintain accurate records, logs and files.
Operate office equipment including computers and supporting word processing and spreadsheet
applications.
Respond to requests and inquiries from the public with correct and appropriate information.
Work independently in the absence of direct supervision.
Revised 06/1 0/14 Item 8.m. - Page 14
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 3
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical experience.
Training:
Equivalent to the completion of the twelfth (12th) grade.
License or Certificate
Possession of, or ability to obtain, and maintain a valid California driver's license.
Possession of, or ability to obtain, a valid California Peace Officer Standards and Training (POST)
Commission Records Clerk certificate within one year of employment.
WORKING CONDITIONS
Environmental Conditions:
Office and Police Department environment; exposure to computer screens; potentially hostile or
dangerous environments and stressful situations.
Physical Conditions:
Job duties and responsibilities may require maintaining physical condition necessary for walking, standing
or sitting for prolonged periods of time; light lifting and carrying; repeated bending.
Revised 06/10/14 Item 8.m. - Page 15
ATTACHMENT 2
CITY OF ARROYO GRANDE
PROPERTY AND EVIDENCE TECHNICIAN
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To support police; to file and maintain police records and reports; and to perform a variety of general
customer service and technical tasks associated with the tracking, handling and safekeeping of evidence
and found property for the Police Department; performs a variety of complex activities in administering
non-sworn police support services and programs for the Police Department; provides a variety of
forensic services related to crime scene investigation, forensic science, and photography; performs
related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, and Senior Police Officer
(when acting as a relief Watch Commander).
ESSENTIAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:
1. Receives property and evidence, documents the receipt, maintains the physical integrity and
control and chain of custody, and physically stores property and evidence in the designated
property and evidence storage.
2. Prepares evidence for submittal to outside agencies or laboratory for analysis, including
packaging, securing, and preserving evidence items, preparing required forms, and submitting
forms with evidence to laboratory.
3. Coordinates with crime laboratories; determines and justifies which evidence to refer; prepares
and transports evidence including weapons, narcotics, and biological specimens for analysis and
processing by others.
4. Releases and purges property and evidence following appropriate Federal, State and local laws
and regulation; prepares evidence and property for auction and/or disposal upon completion of
court proceedings.
5. Initiates, organizes, updates, maintains, and controls access to complex filing systems and
records, including highly sensitive case files.
6. Acts as liaison to the court and other offices requiring the transmission of property and evidence;
prepares evidence for officers and investigators for court proceedings, maintains records and
tracks such actions and may be called to testify in court.
7. Release property to the public, prepares the proper paperwork and prepares evidence for pick up;
completes the necessary reports and documentation of the release.
8. Takes information from the public regarding thefts, accidents, lost and found property, and other
incidents that do not require the presence of a law enforcement officer at the scene.
9. Provides general information regarding department policies, procedures, and regulations,
including responding appropriately to complaints, requests for information and service in person
and by phone, forwarding written complaints against personnel and coordinating work with other
City departments.
10. Assists sworn officers with investigations, including processing crime scenes when requested.
11. Performs difficult, complex, technical and/or specialized office support work that requires the
exercise of independent judgment, the application of technical skills, and a detailed knowledge of
the activities and procedures specific to the Police Department.
12. Researches and assembles information from a variety of sources for the preparation of periodic
Revised 12/09 Item 8.m. - Page 16
CITY OF ARROYO GRANDE
Property and Evidence Technician (Continued)
Page 2
and special reports and the completion of forms; uses spreadsheets.
13. Prepares correspondence, reports, forms, receipts, and specialized documents, such as property
claim letters to citizens and other correspondence.
14. Provides technical assistance to co-workers, including providing instruction on proper evidence
collection and maintenance techniques.
15. Determines and recommends equipment and materials for assigned operations, monitors and
controls supplies and equipment; prepares documents for equipment procurement.
16. Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
1. Basic functions, principles and practices of law enforcement agencies including crime scene
investigations and evidence retention practices and regulations.
2. Current forensic methods and techniques used in the collection, analysis, evaluation,
preservations, and presentation of physical evidence.
3. Techniques and procedures used in developing, collection, and analyzing fingerprint evidence.
4. Basic knowledge of types of narcotics and reference books.
5. Occupational Health and Safety Administration (OSHA) requirements for handling and disposing
of evidence with bloodborne pathogens, infectious diseases, and other related body fluid
contamination.
6. Identifying and handling a firearm.
7. Police terminology and law enforcement codes.
8. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures.
9. Occupational hazards and standard safety practices necessary in the assigned area.
10. Techniques for records management and evidence processing, including records disbursement
and chain of eyidence procedures.
11. Methods used in the collection, tabulation, review, analysis, and distribution of evidence and
property, forms, reports, and documents.
12. Modern office practices, methods, and computer equipment and applications related to the work,
including police records management systems, data tracking, word processing, and spreadsheet
applications.
13. Business letter writing and the standard format for reports and correspondence.
14. Business arithmetic and basic statistical techniques.
15. English usage, grammar, spelling, vocabulary, and punctuation.
16. Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors and City staff.
Ability to:
1. Perform technical, detailed, and responsible law enforcement support work.
2. Interpret apply, explain, and ensure compliance with applicable Federal, State, and local policies,
procedures, laws, and regulations.
3. Enter data into a computer system and prepare written materials with sufficient speed and
accuracy to perform the work.
4. Obtain necessary information from individuals in stressful or emergency situations.
5. Analyze situations and identify pertinent problems/issues; collect relevant information; evaluate
realistic options and recommend/implement appropriated of action.
6. Conduct complex criminal evidence collection and analysis.
7. Photograph crime scenes, traffic collision scenes, and develop latent fingerprints.
8. Make accurate arithmetic and statistical calculations.
9. Prepare clear and effective reports, correspondence, and other written materials.
10. File and maintain automated and hardcopy records with speed and accuracy.
11. Organize own work, set priorities, and meet critical deadlines.
12. Operate modern office equipment including computer equipment and software programs.
Revised 12/09 Item 8.m. - Page 17
CITY OF ARROYO GRANDE
Property and Evidence Technician (Continued)
Page 3
13. Operate radio communication equipment.
14. Use tact, initiative, prudence, and independent judgment within general policy and legal
guidelines in politically sensitive situations.
15. Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical, code enforcement or related experience that includes a
high level of public contact. Specialized clerical or law enforcement training is highly desirable. Prior law
enforcement experience is desirable.
Training:
Must be able to complete the POST Evidence and Property Function Management and the forty (40)
hour POST Crime Scene Investigation Courses within one year of employment.
Education
Equivalent to the completion of the twelfth (12th) grade, e.g. high school diploma or a GED.
License or Certificate:
Possession of or ability to obtain a valid California Driver's License by time of appointment.
WORKING CONDITIONS
Environmental Conditions:
Employees work in an office environment with moderate noise levels, controlled temperature conditions
and direct exposure to hazardous physical substances. Employees may interact with upset staff and/or
public and private representatives in interpreting and enforcing departmental policies and procedures.
The principal duties for this position are performed in a police station environment with exposure to
criminal offenders, mentally ill individuals and persons potentially infected with communicable diseases.
Physical Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including
a computer, vision to read written materials, a computer screen, and examine evidence; color vision to
distinguish between evidence and property characteristics; and hearing and speech to communicate in
person and over the telephone and/or radio. This is primarily a sedentary office classification that requires
extended periods of time sitting, standing in and walking between work areas may also be required.
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator
and to operate standard office equipment. Applicant must possess the ability to occasionally bend, stoop,
kneel, reach, as well as lift, carry, push, pull materials and objects up to 75 pounds and heavier with the
use of proper equipment.
Revised 12/09 Item 8.m. - Page 18
_ . .....,..
ATIACHMENT 3
CITY OF ARROYO GRANDE
POLICE RECORDS CLERK-PART TIME
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Performs a variety of general administrative, clerical, technical and customer service duties; to process,
distribute, file and maintain police records and reports; to assist in office support duties and perform
related tasks as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, Senior Police Officer (when
acting as a relief Watch Commander) and the Full-time records clerk.
ESSENTIAL FUNCTIONS--Essential and other important responsibilities and duties may include, but are
not limited to, the following:
1. Performs a variety of customer services functions applicable to Police records release and
maintenance, including receiving, responding to, and entering requests for police reports.
2. Maintains and updates records according to established policies and procedures, including
indexing a wide variety of violations and notifications, tracking and filing reports, and redacting
confidential information when required.
3. Enters a variety of data and reporting into complex departmental and State computer application
systems with a high degree of accuracy.
4. Assembles and compiles information for a variety of departmental, State mandated and statistical
reports, including verifying accuracy and completion of reports and maintaining files.
5. Provides general information regarding department policies, procedures, and regulations,
including responding appropriately to requests for information, and requests for service in person
and by telephone, and coordinating work with other City departments.
6. Performs a variety of reception, administrative support, and clerical duties, including answering
and directing telephone calls, preparing court packages and processing restraining orders; sorts,
files, copies, and distributes a variety of documents within the specific area of assignment as
appropriate within legal and Police Department standards.
7. Operate office equipment including computer and supporting word processing applications,
photocopier, fax machine, word processor and shredder.
8. Participate in training exercises and classes as directed.
9. Perform related duties and responsibilities as required by the Police Chief, Police Commander,
Police Sergeant, or Senior Police Officer to meet the needs of the Police Department and the
community.
10. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City
laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
11. Responsible for self-compliance with regulations, policies and procedures.
Revised 5/13/2014 Item 8.m. - Page 19
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 2
12. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically
defined or described in the Police Department regulations, policies, procedures, and job
description.
13. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty,
and observance of proper personal discipline in accordance with Police Department standards.
14. Process citations, arrest reports and monthly state and City reports as required or directed.
15. Respond to inquiries from employees, outside agencies and the general public regarding
information contained in police reports as appropriate within legal and Police Department
standards.
16. Receive and maintain financial accountability for money received for a wide variety of Police
Department services.
17. Act as the front counter clerk providing customer service in accordance with Department policies
and procedures.
18. Assemble and compile information regarding department policies, procedures, and regulation,
including responding appropriately to request for information and requests for service in person
and by telephone and coordinating work with other City departments.
19. Perform other duties as assigned.
QUALIFICATIONS
Knowledge of:
Methods and techniques of effective customer service on the telephone and in person.
Methods and techniques of effective conflict resolution.
Principles and procedures of record keeping and data retrieval.
Relevant laws, rules and regulations governing the release of information contained in police
reports.
Modern office procedures, methods and equipment including computers and supporting word
processing applications.
Basic verbal and written English language and grammar to be able to reasonably communicate
information with the public and/or complete relevant written documentation required by job
activities.
Relevant federal, state and local laws, codes and regulations.
Ability to:
Speak clearly and calmly over the telephone under normal and stressful conditions.
Remain calm under stressful conditions.
Interact effectively with a wide variety of persons under stressful, hostile, and antagonistic
conditions.
Determine information to be released to the public as appropriate within legal and Police
Department standards.
Maintain accurate records, logs and files.
Operate office equipment including computers and supporting word processing and spreadsheet
applications.
Respond to requests and inquiries from the public with correct and appropriate information.
Work independently in the absence of direct supervision.
Communicate clearly and concisely, both orally and in writing.
Revised 06/10/14 Item 8.m. - Page 20
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 3
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical experience.
Training:
Equivalent to the completion of the twelfth (12th) grade.
License or Certificate
Possession of, or ability to obtain, and maintain a valid California driver's license.
Possession of, or ability to obtain, a valid California Peace Officer Standards and Training (POST)
Commission Records Clerk certificate within one year of employment.
WORKING CONDITIONS
Environmental Conditions:
Office and Police Department environment; exposure to computer screens; potentially hostile or
dangerous environments and stressful situations.
Physical Conditions:
Job duties and responsibilities may require maintaining physical condition necessary for walking, standing
or sitting for prolonged periods of time; light lifting and carrying; repeated bending.
Revised 06/10/14 Item 8.m. - Page 21
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Item 8.m. - Page 22