Participates in the development and implementation of goals, objectives, policies, and priorities for assigned services and programs; identifies resource needs; recommends and implements policies and procedures, including standard operating procedures for assigned shift.
Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
Trains staff in work procedures and in the operation and use of equipment; implements procedures and standards.
Monitors operations and activities of assigned staff; recommends improvements and modifications and prepares various reports on operations and activities.
Identifies opportunities for improving service delivery methods and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
Determines and recommends equipment, materials, and staffing needs for assigned activities; orders, monitors, and controls supplies and equipment; prepares documents for equipment procurement; participates in the annual budget preparation; maintains a variety of records and prepares routine reports of work performance.
Supervises the use of records management systems and equipment; ensures that systems and equipment are properly operated, maintained, and secured when not in use; oversees and schedules the service, repair, and replacement of systems and equipment as needed.
Inspects work in progress and completed work of assigned employees and volunteers for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications.
Oversees the maintenance, update, and disposal of 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; purges records and files as required.
Performs the most complex records maintenance, processing, and distribution and front counter customer service duties and provides technical assistance to assigned shifts.
Oversees and participates in assembling and compiling information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.
Coordinates assigned services and activities with those of other divisions and outside agencies.
Provides staff assistance to the Police Records Manager; prepares and presents staff reports and other necessary correspondence; ensures the proper documentation of activities.
Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.
Performs other duties as assigned.
Knowledge of:
Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
Functions, principles, and practices of law enforcement agencies.
Techniques for records management, including records disbursement procedures.
Applicable Federal, State, and local laws, ordinances, regulations, and guidelines.
Basic principles and practices of budget program development, administration, and accountability.
Business letter writing and the standard format for reports and correspondence.
Modern office practices, methods, and computer equipment and applications related to the work, including automated information systems for Federal, State, and regional law enforcement.
Business arithmetic and basic statistical techniques.
Record keeping principles and procedures.
Principles and practices of data collection and report preparation.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of staff.
Organize, implement, and direct police records management and customer service activities.
Interpret, apply, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Understand, interpret, and successfully communicate both orally and in writing, pertinent department policies and procedures.
Identify problems, research and analyze relevant information, develop and present recommendations and justification for solution.
Perform the most difficult police records management and customer service duties and operate related records system databases properly and effectively.
Develop cost estimates for supplies and equipment.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Prepare clear and concise reports, correspondence, procedures, and other written materials.
Maintain accurate records and files of work performed.
Make accurate arithmetic, financial, and statistical computations.
Establish and maintain a variety of manual and computerized record keeping systems.
Make sound, independent decisions within established policy and procedural guidelines.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate modern office equipment including computer equipment and software programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework in police science, business administration, or a related field and five (5) years of increasingly responsible clerical or administrative support experience, including one (1) year of experience directly related to the duties performed. Some supervisory or lead experience is desirable.
Licenses and Certifications:
Valid California class C driver’s license with satisfactory driving record and automobile insurance.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 40 pounds.
BENEFITS FOR CITY OF ORANGE POLICE ASSOCIATION (NON-SWORN)
The City of Orange provides a generous array of benefits to employees in addition to maintaining competitive salaries. Benefits are prorated for part-time employees working from 20 to 35 hours. Part-time employees working 19 hours do not qualify for benefits.
The following is a partial list of benefits:
Salary Range. Salary ranges are composed of seven (7) steps, each approximately five percent (5%) apart, with the exception of th final step, which is approximately two percent (2%) apart. Advancements through the steps are generally made yearly and based on performance.
Retirement Benefits. Retirement benefits are provided by the California Public Employees’ Retirement System (CalPERS), including the City’s contribution toward the Fourth Level Survivor’s Benefit.
PORAC Retiree Medical Trust. Employees pay $50 per pay period towards the PORAC Retiree Medical Trust and after ten (10) years are eligible for partial reimbursement of medical insurance premiums upon retirement.
Cafeteria Benefits Plan. The City pays $1,745 per month, which can be applied towards medical, dental, or vision insurances, and/or taken as cash under certain criteria. This amount will increase to $1,820 effective January 1, 2022 and $1,895 effective January 1, 2023.
Medical, Dental and Vision Insurance. A variety of medical insurance plans are available through the PERS Health Benefits program.
Life Insurance. The City provides a term life insurance policy of $40,000.
Vacation. Police employees earn 80 hours of vacation during the first year of service, and an increasing accrual annually up to 220 hours per year after 30 years of service. The City also provides an annual unused vacation payout plan.
Holidays. Employees receive 100 hours of holiday accrual each year to be taken as time off or converted to cash.
Sick Leave. Sick leave is accrued at a rate of 96 hours per year. Employees are eligible to convert unused sick leave to vacation on an annual basis. A partial payment (up to 50%) for accumulated unused sick leave is available to City employees who retire from the City.
Other Benefits. Most employees work a “4/10” alternate work schedule. An Employee Assistance Program, Tuition Reimbursement (up to $1,250/fiscal year), Trip Reduction Program incentives, optional Deferred Compensation programs and Credit Union membership are a few of the additional benefits provided and/or available to employees.
For more information, please click here for the Police Association Memorandum of Understanding.
CONDITIONS OF EMPLOYMENT
A Medical Examination, Police Records Check, and thorough Background Investigation are required of all prospective employees.
In compliance with the Immigration Reform & Control Act of 1986 (IRCA), all job offers made by the City of Orange are contingent upon establishing proof of your legal right to work in the United States.
All benefitted employees shall be subject to a twelve (12) month probationary period as a condition of employment.
The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Orange.
The City of Orange is an Equal Opportunity Employer.
City Mission, Vision, and Values
Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City’s Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors. As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community. The City’s values include Teamwork, Integrity, and Excellence.
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