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R 4629 RESOLUTION NO. 4629 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 RESOLUTION NO. 4629 PAGE 2 BE IT FURTHER RESOLVED that this Resolution shall become effective as of November 21, 2014. On motion of Council Member Brown, seconded by Council Member Barneich, and by the following roll call vote, to wit: AYES: Council Members Brown, Barneich, Costello, Guthrie, and Mayor Ferrara NOES: None ABSENT: None The foregoing Resolution was passed and adopted this 14th day of October 2014. RESOLUTION NO. `/602/ PAGE 3 TONY FE , MAYOR ATTEST: KELLY ETMrd RE, CITY CLERK APPROVED AS TO CONTENT: S VEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TI17 THY J. RMEL;CITY ATTORNEY 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 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 06/10/14 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 EXHIBIT B 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 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. -Arr lyze 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 - 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 , OFFICIAL CERTIFICATION I, KELLY WETMORE, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that the attached Resolution No. 4629 was passed and adopted of a Regular meeting of the City Council of the City of Arroyo Grande on the 14th day of October, 2014. WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 17th day of October, 2014. Ofh,(kaZU-- KELLY ET i•RE, CITY CLERK