CITY OF SANTA MARIA, CALIFORNIA
SENIOR POLICE RECORDS TECHNICIAN
Attachment D
JOB TITLE: Senior Police Records Technician DEPARTMENT: Police Department CLASSIFICATION: Non Exempt UNIT: G GRADE: 337
UPDATED: June 2025 LEVEL: Front—line Supervisor
SUMMARY / IDENTIFYING CHARACTERISTICS:
Under general direction of assigned supervisor, maintains and retrieves police records and reports; researches records and provides requested information to law enforcement personnel and the public.
This position supervises technical and support staff. The Senior Police Records Clerk Technician position is a Front-Line Supervisor role that provides administrative support and maintains confidential records for the department. Their role enables the Santa Maria Police Department to achieve its main goal of keeping the community safe by providing high quality services offered by the Santa Maria Police Department.
ESSENTIAL DUTIES/RESPONSIBILITIES:
These duties are a representative example; position assignments may vary depending on the business needs of the department and organization. This position:
Serves as a lead Records Technician in the records office including scheduling, assigning and reviewing work, providing guidance and assistance, preparing performance evaluations, employee development, etc.
May act as the Records Supervisor in their absence.
Maintains and retrieves police records and reports; researches records and provides requested information to law enforcement personnel and the public. Proofreads; verifies report accuracy; compiles data; maintains a variety of statistical and financial reports; assists with training new personnel.
Guides records bureau staff and assists with interpreting rules and regulations, processes files for arrest, crime, disposition, and other reports and documents. Operates computer terminals to make data entries, store reports, clear, cancel, retrieve and verify a variety of information from local and state law enforcement records information systems. Copies and releases requested reports and documents in compliance with es tablished confidentiality rules and regulations; collects and processes fees. Answers telephone and provides counter assistance to the public. Processes warrants, subpoenas, restraining orders.
Provides and coordinates fingerprinting and/or computer-generated background checks, and processes results with the Department of Justice and others. Validates records entered in the NCIC computerized systems. Distributes, files, purges and destroys criminal history information. Assists in evaluating workflow and processes and recommends improvements.
CITY OF SANTA MARIA, CALIFORNIA
SENIOR POLICE RECORDS TECHNICIAN
Scope of assigned area will depend on departmental structure and is at the discretion of the department director.
Upholds the values of the organization and has strong customer service orientation. Performs other related projects and duties as assigned. Demonstrates regular, reliable and punctual attendance.
CORE COMPETENCIES:
Front-line Supervisor:
Incumbents should have a solid foundation of Individual Contributor core competencies identified by the organization, as well as the following core competencies identified as essential for Front - line Supervisor (click the hyper link to see the full definition) Front Line Supervisor Competencies:
Assertiveness - Effective performers are self -confident, readily offer options and take action, and challenge others when appropriate. They trust their judgment. Conflict Management - Effective performers recognize that conflict can be a valuable part of the decision-making process. They support and manage differences of opinion and use consensus and collaboration to resolve issues.
High Standards - Effective performers model profess ional standards, pay attention to detail, continually seek to improve processes, hold staff accountable, and find best practices.
Informal Communication - Effective performers clearly and articulately convey information to others. They accurately interpret and understand nonverbal cues. Positive Impact - Effective performers make positive impressions on those around them.
They are personable, self-confident, optimistic, enthusiastic, and generally likable. Delegation - Effective performers willingly entrust work to others, provide clear guidelines, provide challenging assignments, and empower others.
Active Listening - Effective performers offer their full attention when others speak, actively listen, and demonstrate verbal and nonverbal listening cues to en sure understanding.
Team Management - Effective performers select and build effective work groups, understand the human dynamics of team foundation, and create and maintain functional teams. They formulate team roles, provide guidance, and reward team behavior. Influence - Effective performers are skilled at directing, persuading, and motivating others. They establish a personal power base built on mutual trust, fairness, and honesty, and flex their style to direct, collaborate, or empower others.
QUALIFICATIONS/EXPERIENCE:
Ideally, three years of experience in law enforcement records with responsibility for all aspects of maintaining, researching, and releasing restricted access law enforcement information to law enforcement personnel and the public.
CITY OF SANTA MARIA, CALIFORNIA
SENIOR POLICE RECORDS TECHNICIAN
Graduation from high school, and/or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Supplemented specialized clerical courses is desired. Current technical/professional knowledge of complex principles, methods, standards and techniques associated with the scope of work of a recognized profession, such as:
o Police Department organization and procedures as they relate to the processing of police records; legal guidelines, regulations, laws and procedures governing the confidentiality, security, and processing of law enforcement-related records. o Police terminology, law enforcement codes, and law enforcement information systems. o Record-keeping and automated information systems.
o Fulfilling public records requests in accordance with the Public Records Act. o Effective verbal and interpersonal communication skills. o Microsoft Office Suite (or equivalent).
o Use computer and other office equipment effectively.
Desired licenses and/or certifications associated with the assignment. Possession of a valid and appropriate Driver License. Must have and maintain a satisfactory driving record and meet City liability requirements to drive for City business. Requires completion of a background investigation to the satisfaction of the City. The incumbent must meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed. May require completion of a pre-employment physical to the satisfaction of the City. Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.
CITY OF SANTA MARIA, CALIFORNIA
SENIOR POLICE RECORDS TECHNICIAN
EMPLOYEE CONFIRMATION
☐I have read and understand the job description for my position. I am able to perform all the essential functions of this position. I agree to comply with City policies and all laws, rules, regulations and standards of conduct related to my position.
Employee Date