Upland City Council
June 12, 2023

Resolution No.

Resolution or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.

Section 6. Effective Date. This Resolution shall become effective immediately.

PASSED, APPROVED and ADOPTED this 12th day of June, 2023.

Bill Velto, Mayor

I, Keri Johnson, City Clerk of the City of Upland, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 12th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:

ATTEST:

Keri Johnson, City Clerk

Schedule A
Part I - Calculation of Appropriations Limit
FY 2022-23 Appropriations Limit Adopted by the City Council 130,667,622$ Change in County Population (0.12%):1.0012 (a) Change in Per Capita Personal Income (4.44%)1.0444 (a) Total Annual Adjustment Factor (1.0012 x 1.0444)1.0457
Annual Adjustment (130,667,622 X 1.0457)5,971,510
Appropriations Limit - Fiscal Year 2023-24:136,639,132$ Part II - Appropriations Subject to the Limit
Proceeds from Taxes from Schedule B:43,766,375$
Less: Debt Service Payments (868,550)
Total Appropriations Subject to the Limit 42,897,825$
Part III - Calculation of Appropriations Over/Under the Limit Appropriations Limit - Fiscal Year 2023-24 136,639,132$ Less: FY2023-24 Appropriations Subject to Limitation (42,897,825) Total Appropriations Under the Limit 93,741,307$
(a)Source: State of California, Department of Finance, Price and Population Information, May 2022 City of Upland
Appropriations Limit Calculation
Fiscal Year 2023-24

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

UPLAND, CALIFORNIA APPROVING THE GENERAL FUND
RESERVE POLICY FOR THE 2023-2024 FISCAL YEAR

WHEREAS, the City Manager has caused a budget document to be prepared covering the Fiscal Year (FY) July 1, 2023 through June 30, 2024; and

WHEREAS, the City Council held a public budget workshop on the proposed FY 2023-2024 budget on May 25, 2023 and approved and adopted the FY 2023-2024 budget on June 12, 2023; and

WHEREAS, it is essential that governments maintain adequate levels of General Fund Balance to mitigate current and future risk, to ensure stability, and in support of long-term financial planning; and

WHEREAS, the Government Finance Officers Association (“GFOA”) recommends at a minimum, that general-purpose governments, regardless of size, maintain unrestricted budgetary fund balance in their general fund of no less than

16.67% (two months) of regular general fund operating revenues or regular general fund operating expenditures; and

WHEREAS, the GFOA further recommends that governments establish a formal policy on the level of Committed Fund Balance which should be maintained in the General Fund; and

WHEREAS, pursuant to Governmental Accounting Standards Board Statement No. 54, an action of the City Council is necessary to commit budget amounts in various funds for the specific purposes they intended; and

WHEREAS, the City Council established a General Fund Reserve Policy (“Reserve Policy”) on June 14, 2021; and

WHEREAS, the Reserve Policy calls for the appropriate level of reserves to be reviewed and approved by City Council at least every year during the annual budget process; and

WHEREAS, City Staff and City Council have reviewed the Reserve Policy and desire to affirm the policy at this time.

NOW, THEREFORE, the City Council of the City of Upland hereby finds, determines and resolves as follows:

Section 1. The above recitals are true and correct and are incorporated herein by this reference.

Section 2. The City Council does hereby approve and adopt the General Fund Reserve Policy attached hereto as Exhibit “A”.

Resolution No.

Section 3. Compliance with California Environmental Quality Act. The City Council finds that this Resolution is not subject to the California Environmental Quality Act (“CEQA”) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.

Further, if the activity is deemed a project this City Council finds that this Resolution is exempt pursuant to Section 15061(b)(3) of the State CEQA Guidelines.

Section 4. Certification. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.

Section 5. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Resolution or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Resolution or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.

Section 6. Effective Date. This Resolution shall become effective immediately.

PASSED, APPROVED and ADOPTED this 12th day of June, 2023.

Bill Velto, Mayor

I, Keri Johnson, City Clerk of the City of Upland, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 12th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:

ATTEST:

Keri Johnson, City Clerk

EXHIBIT A

CITY OF UPLAND

GENERAL FUND RESERVE POLICY

I. GENERAL POLICY/ PURPOSE

The City of Upland provides a wide range of services that impact the public safety and the quality of life of its residents and community members every day. Maintaining adequate reserves is an essential part of sound financial management. The purpose of this policy is to secure the City's financial stability during a changing environment and establish a procedure for the allocation of unrestricted fund balance in the General Fund into adequate committed reserves.

II. PERIODIC REVIEW AND REPORTING

This General Fund Reserve Policy and the appropriate level of reserves are to be reviewed and approved by City Council at least every year during the annual budget process. The Administrative Services Department will continue to monitor reserve and investment balances year-round to maintain healthy reserve levels.

The status of the General Fund Reserve shall be analyzed and estimated by the Administrative Services Department using departmental year-end estimates and reported with the adoption of each year's budget. The actual General Fund Reserve balances shall be reported to the City Council as adjustments to the balances occur, but not less than annually in the agenda report accepting the Annual Comprehensive Financial Report (ACFR).

III. USE OF RESERVE FUNDS

The following committed reserves are designated by the City in the event of unforeseen expenditures as well as to establish funding for anticipated future expenditures that require ongoing funding for significant future outlays. These committed balances are established by a resolution of the City Council and cannot be changed except by a similar subsequent City Council action. The committed reserves are presented as follows:

A. Economic Uncertainty Reserve
• Purpose: These funds are committed to mitigate annual budget revenue shortfalls as a protection from a fluctuating economy, including financial hardship or downturns in the economy and/or Council-approved expenditures in excess of revenues. • Target Level: The City's target will be 22.5% (rounded to the next $100,000) of the General Fund operating expenditures, exceeding the recommendation of the Government Finance Officers Association (GFOA).
• Events or Conditions Prompting Its Use: This reserve may be utilized as needed to pay outstanding operating expenditures due to budgeted revenue shortfalls. Use shall be prompted by:
o A 5% or greater decrease in property or sales taxes
o Reductions in revenue due to actions by the state/federal government

B. Emergency Disaster Contingency Reserve
• Purpose: These funds are committed to mitigate costs of unforeseeable emergencies, such as natural disasters, catastrophic events, or any situation requiring the declaration of an emergency as defined by Upland Municipal Code Section 2.20. • Target Level: $1,000,000.

EXHIBIT A

CITY OF UPLAND

GENERAL FUND RESERVE POLICY

• Events or Conditions Prompting Its Use: This reserve may be utilized to cover unexpected losses experienced by the City as a result of an unplanned, emergency event as described above.

C. General Plan Update Reserve
• Purpose: These funds are committed for the General Plan update, which is required by State law to be updated periodically.
• Target Level: $1,000,000. The budgeted contribution shall be derived from development services related fees. In addition, 5% of any operating year-end surplus (after Reserves A and B are fully funded) will be deposited in this reserve until the target level is reached. • Events or Conditions Prompting Its Use: This reserve may be utilized for General Plan expenditures approved by City Council.

D. Building Replacement and Maintenance Reserve
• Purpose: These funds are committed for non-routine maintenance, remodeling, or replacement of key City-owned buildings and are established to provide capital repair and replacement funding as the City's infrastructure deteriorates over its expected useful life. • Target Level: The budgeted contribution shall be at a minimum level of 0.25% of operating expenditures. In addition, 15% of any operating year-end surplus (after Reserves A and B are fully funded) will be deposited in this reserve.
• Events or Conditions Prompting Its Use: This reserve may be utilized for capital projects approved by City Council.

E. Pension Stabilization Reserve
• Purpose: These funds are committed to mitigate volatile annual increases in CalPERS contribution rates. Funds deposited in this reserve will be remitted to the City's PARS Pension Stabilization Fund Trust and the Other Post-Employment Benefits Trust until City Council determines funds are needed to help offset annual CalPERS' contributions. • Target Level:
o PARS Pension Stabilization Fund Trust: 40% (45% once Reserve C is fully funded) of any year-end operating surplus (after Reserves A and B are fully funded) will be deposited in this reserve.
o OPEB Trust: 5% of any year-end operating surplus (after Reserves A and B are fully funded) will be deposited in this reserve.
• Events or Conditions Prompting Its Use: The City Council may decide as part of its annual or mid-year budget process to expend some or all of the accumulated Pension Stabilization Reserve Fund balance to pay down accrued unfunded pension or OPEB liability.

F. Infrastructure Improvement Reserve
• Purpose: These funds are committed for non-routine maintenance, construction, or replacement of key City-owned infrastructure assets (e.g., streets, sidewalks, tree trimming, etc.) and are established to provide capital repair and replacement funding as the City’s infrastructure deteriorates over its expected useful life. • Target Level: 30% of any year-end operating surplus (after Reserves A and B are fully funded) will be deposited in this reserve.
• Events or Conditions Prompting Its Use: This reserve may be utilized for capital projects approved by City Council.

EXHIBIT A

CITY OF UPLAND

GENERAL FUND RESERVE POLICY

IV. Replenishment of Unreserved Fund Balance

At the end of the year, the Administrative Services Department reports on the audited year-end budgetary fiscal results. Should actual General Fund revenues exceed expenditures, a year-end operating surplus shall be reported. Should the General Fund’s Unassigned Fund Balance be in a deficit position due to any long-term internal borrowing, despite being excluded from the ACFR due to compliance with GASB 54, such reserves shall still receive an allocation of year-end operating surplus as elaborated below.

Allocation of any year-end operating surplus will be distributed throughout the five established reserves as follows:

• Reserves A and B have target levels and are prioritized for replenishment in the order they are listed should any reserve be employed or if Reserve A increased as a result of growth in the City's annual operating budget. The City's goal will be to replenish these reserves, if used, within five fiscal years.
• Once reserves A and B attain full funding, the remaining year-end operating surplus shall be distributed to the following reserves:
o 5% to the General Plan Update Reserve, until fully funded (Reserve C) o 15% to the Building Replacement and Maintenance Reserve (Reserve D) o 45% (50% once Reserve C is fully funded) to the Pension Stabilization Reserve (Reserve E) o 30% to the Infrastructure Improvement Reserve (Reserve F)

June 2023
FLSA: Non-Exempt

BUDGET SPECIALIST

DEFINITION

Under general supervision, performs complex technical budgetary functions and administrative support by coordinating and assisting in the development, preparation, administration, maintenance, review and control of the City’s annual capital and operating budgets; provides consultative budget service to department and staff management. Performs accounting support and record-keeping work in the preparation, processing and maintenance of accounting and financial records; provides accurate information related to availability, accessibility, appropriateness of funding sources; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

The Budget Specialist is the general level class responsible for maintaining ongoing or recurring projects such as statistical reports, surveys, etc. and a variety of complex administrative support duties. This classification is distinguished from accounting classifications by the incumbent specialized knowledge of preparation, coordination, administration and control of the City’s annual capital and operating budgets.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

 Participates, coordinates and facilitates in the preparation, development and production of the annual operating and capital improvement budgets.
 Researches, monitors, reports and prepares projections on budget expenditures; processes requests for budget adjustments and institutes fund transfers; reviews and verifies budget accounts, purchase orders, and bidding documentation; verifies and makes budget and expense adjustments.  Advises and assists managers and staff in researching and preparing the operating and capital improvement budget requests.
 Answers questions and prepares special reports for department use in budget tracking and reporting; compiles budget documents and data for management and staff review; participates in developing long- range financial forecasts and analyses.
 Assists department staff in researching and reviewing departmental financial records and reports.  Compiles, composes, proofreads, and edits reports, documents, correspondences, forms, meeting notes, budget narratives and statistical documents; selects appropriate document formats; researches, compiles, and analyzes information necessary for document composition, meetings, presentations, projects and reports.

June 2023
FLSA: Non-Exempt

CRIME PREVENTION – COMMUNITY OUTREACH SPECIALIST

DEFINITION

Under general supervision, the Crime Prevention – Community Outreach Specialist performs a variety of non-sworn duties in support of Police Department operations and activities to; serve as liaison between the community and the Police Department for crime prevention purposes; work with business owners and members of the community in establishing programs to reduce crime, provide information to the public, assist in the planning of numerous community outreach events and meetings, and perform a variety of duties relative to assigned areas of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel, or authorized designee.

Exercises no direct supervision over staff. May give direction as needed.

CLASS CHARACTERISTICS

This is an entry/journey level classification responsible for performing a variety of technical and clerical tasks in support of Crime Prevention and Community Outreach for both internal and external audiences.

Following training, incumbents are expected to fully perform the full range of work responsibilities independently with only occasional instruction or assistance as new or unusual situations arise; to perform duties within established policies and procedures related to the area(s) of responsibility exercising and demonstrating proficiency in crime prevention practices, working with public and private organizations and business safety programs.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

 Plan and implement a variety of educational programs, including Neighborhood Watch meetings, Business Watch meetings, Citizen’s Academy, National Night Out, Coffee with a Cop, Holiday Miracles/Shop with a Cop, and crime prevention booths at public events.  Make public presentations to groups, ranging from young children to seniors.  Explain City policies and related programs to the public.  Prepare agenda, programs and reports related to meetings concerning assigned programs.  Attend meetings representing the City and the Police Department.  Review applications for new businesses and/or special events.  Prepare special condition reports as necessary.
 Conduct residential and commercial security inspections, including reviewing building designs to determine possible Crime Prevention through Environmental Design (CPTED) concerns.  Prepare, create, and post department-related social media content.  Respond effectively to citizen inquiries and prepare and maintain a variety of reports, records, and schedules.

Crime Prevention – Community Outreach Specialist

 Assist in creating social media content and posting social media content to the Police Department’s social media platforms.
 Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

 Municipal and police operations, services, and crime data.  Principles and practices of presentation design and delivery.  Training and Instruction.
 Record Keeping.
 Data collection and report preparation.
 Software programs specializing in media relations and communications, which include print, broadcast, and social media creation and distribution.
 Proper methods and techniques of researching, preparing, and disseminating public information.  Principles, techniques, and methods of public relations and communication.  City and mandated safety rules, regulations, and protocols.  Modern office practices and computer equipment.
 Computer applications, graphics, and word processing programs.  Pertinent Federal, State, and local laws, codes, and regulations.  Criminal justice system and basic concepts of crime prevention principles and practices.  Principles and techniques of community relations, including public speaking.  Program development.
 Preparation of lesson plans and informational materials.  The structure and content of the English language, including the meaning and spelling of works, rules of composition, and grammar.
 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

 Prepare and deliver effective oral presentations and programs.  Respond to inquiries and requests for information from the public.  Research, collect, compile, and analyze information and data.  Learn and understand crime prevention measures to develop cohesive and thorough educational programs for the public.
 Plan and organize work to meet schedules and deadlines.  Maintain accurate records.
 Work confidentially and with discretion.
 Interpret, apply, and explain department policies, rules, laws, and regulations.  Meet the public in situations requiring diplomacy and tact.  Deal constructively with conflict and develop effective resolutions.  Understand and follow verbal and written directions.
 Work with diverse individuals and/or groups.
 Compile data and prepare reports.
 Perform clerical tasks.
 Use written and oral communication skills.
 Read and interpret data, information, and documents.
 Analyze and solve problems.
 Observe and interpret situations.

Crime Prevention – Community Outreach Specialist

 Learn and apply new information or skills.
 Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.  Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
 Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
 Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
 Learn to operate a police radio.
 Safely operate a city vehicle.
 Establish, maintain, and foster positive and effective 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:

Education:
 High School diploma or G.E.D., supplemented by college coursework in public speaking, community relations, police science, administration of justice, criminal justice, social science, public administration, emergency management, or a related field.

Experience:
 One (1) year of experience involving public speaking, and coordination and organization of group meetings and presentations. Experience with software such as Canva or other similar graphic design platforms.

Licenses and Certifications:

 Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Positions in this classification required to sit, walk, and stand. 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 climb or balance on ladders or stairs, 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 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in both field and office conditions. In the office, there is moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. In the field, there may be exposure to noise, dust, grease, smoke, fumes, and traffic; and/or exposure to inclement weather conditions including wind, heat, cold, and rain. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Crime Prevention – Community Outreach Specialist

WORKING CONDITIONS

May be required to work weekends, and holidays.

Department/Division: Police
Reports To: Police Sergeant, Police Lieutenant, Police Captain, Chief of Police Provides Direction To: N/A
Exemption Status: Non-Exempt
Employment Grouping: UCEA
Date Prepared: March 2023
Date Updated:

Budget Specialist

 Reviews invoices, travel expense requests and payment documentation for accuracy and proper coding; processes invoices for payment; answers questions from vendors regarding invoice and payment status; processes purchase orders and requisitions for supplies and service.  Maintains fiscal records for audits and compliance with local, county, state and federal agencies.  Responds to questions and concerns from the public, other departments, employees and management; provides information as is appropriate and resolves concerns.  Corresponds and coordinates activities with other City departments, public and private agencies.  May provide lead supervision for other clerical staff, which may include assigning, scheduling and prioritizing work; provides training to less experienced staff.  Performs other related and peripheral duties as required and necessary for the successful performance of this job.

QUALIFICATIONS

Knowledge of:

 City and subsidiary districts budgetary and related policies and procedures.  The City's Chart of Accounts and cost center coding structure.  Pertinent federal, state, and local laws, rules, regulations, and ordinances.  City personnel rules, policies, and labor contract provisions.  Principles and practices of governmental budgeting; basic research, budget monitoring and control methods; accurate financial and statistical record-keeping techniques.  Accounting and budget practices and procedures; administrative support, office and budget methods; business correspondence, report writing.
 Fundamental accounting and internal control policies and procedures.  The City's computerized general accounting system and associated practices and procedures for processing accounting information and interpreting input and output data.  City and mandated safety rules, regulations and protocols.  Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.  The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff; use independent judgement; maintain confidentiality; interpersonal skills using tact, patience and courtesy.

Ability to:

 Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
 Organize, set priorities and exercise sound judgment within established guidelines.  Interpret, apply and make sound decisions in accordance with laws, rules, regulations and department procedures.
 Understand program objectives in relation to departmental goals; research regulations, procedures and/or technical reference materials.
 Research regulations, procedures and/or technical reference materials.  Use discretion in dealing with the public and handling of sensitive information.  Determine the appropriate course of action in emergency or stressful situations.

Budget Specialist

 Prepare narrative and statistical reports.
 Perform technical data queries and prepare complex spreadsheets.  Analyze complex payroll, budgeting and finance-related issues.  Maintain records; compare numbers and detect errors efficiently; make calculations, and tabulations and review fiscal and related documents accurately and rapidly.  Understand and carry out written and verbal instructions.  Prepare clear and accurate financial records and reports.  Perform a variety of administrative duties with little or minimal supervision.  Regularly and predictably attend work.
 Follow directions from a supervisor.
 Accept constructive criticism.
 Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.  Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
 Work effectively and courteously with City staff and the public in person and by telephone; work independently.

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:

Education:
 Equivalent to completion of the twelfth (12th) grade. A Bachelor’s degree in accounting or related field is desirable.

Experience:
 Two (2) years of responsible administrative support experience and the equivalent of three (3) years of related experience in accounting, financial and statistical record keeping.

Licenses and Certifications:

 Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person 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 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no 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.

Budget Specialist

Department/Division: Administrative Services/Finance
Reports To: Accounting Supervisor
Provides Direction To: N/A
Exemption Status: Non-exempt
Employment Grouping: General
Date Prepared: March, 2023
Date Updated:

June 2023
FLSA: Non-Exempt

POLICE CIVILIAN INVESTIGATOR

DEFINITION

Under general supervision, the Police Civilian Investigator performs complex and specialized investigative work involved in the enforcement of municipal, state, and federal criminal laws in support of the Police Department’s investigative functions.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel or assigned designee.

Exercises no direct supervision over staff. May give direction as needed.

CLASS CHARACTERISTICS

This is a specialized non-sworn classification that performs journey-level professional duties of an investigative nature within the Police Department’s Detective Bureau. Work involves specialized knowledge of the investigative process, limits of authority in conducting investigations, and criminal justice processes, and requires the exercise of considerable discretion and independent judgment. The work includes problem solving of unique issues or increasingly complex problems without precedent and/or structure. Civilian Investigators perform non-emergency and non-hazardous civilian law enforcement duties. Civilian Investigators are unarmed, do not respond to in-progress incidents, do not have suspect contact, and do not make arrests. Civilian Investigators do not have law enforcement powers.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

 Investigates, researches, and develops cases for a variety of crimes in support of the enforcement of municipal, state, and federal criminal laws; handles a variety of cases including grand theft auto, grand theft, fraud, embezzlements, counterfeit money, vandalism, burglary, trespassing, missing person, and other offenses.
 Interviews victims, witnesses, and involved parties.
 Prepares photographic lineups and displays to victim and witnesses.  Prepares and drafts comprehensive reports, including case documents and materials for submission to the District Attorney for prosecution within set timelines.  Assists sworn personnel in the preparation of search warrants and search warrant returns.  Obtains written statements, records, court documents, security recordings, and any other documents as needed for investigations.
 Investigates and handles disposition of counterfeit money to Secret Service.  Researches case status through court and departmental records, compiles and maintains case dispositions.
 Logs DNA research and prepares report for Department of Justice on missing persons.

Police Civilian Investigator

 Responds to questions and requests for information related to cases, assigned and unassigned, from the public and other agencies.
 Compiles monthly statistics of criminal investigations and prepares them for review and evaluation.  Creates year-to-date crime report to determine trends and other statistics.  Testifies in court and is subject to emergency callouts as necessary.  Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

 Federal, state, and local laws and regulations.
 Departmental rules and regulations.
 Basic principles of investigation and basic criminal investigative techniques.  Operations and services of a comprehensive municipal law enforcement department.  Operational authority of law enforcement in the conduct of criminal investigations.  Methods and techniques of conducting criminal investigations and recommending disposition of cases.  Methods and techniques of interviewing and eliciting information from victims and witnesses.  Criminal court system processes and regulations.
 Procedures in handling warrants, filing complaints, court appearances, and testifying.  Investigation and identification techniques and equipment.  Rules of evidence pertaining to search and seizure and the preservation of evidence.  Methods and techniques of preparing police reports and related documentation.  Self-defense tactics.
 First aid and CPR.
 Principles and procedures of recordkeeping.
 City and mandated safety rules, regulations, and protocols  Techniques for providing a high level of customer service by effectively dealing with the public and City staff.
 The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
 Crime reporting records management system and various law enforcement criminal databases.  Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

 Gather, assemble, analyze, evaluate, and use facts and evidence.  Demonstrate keen powers of observation and memory.
 Use written and oral communication skills.
 Read and interpret data, information, and documents.
 Analyze and solve problems.
 Use math and mathematical reasoning.
 Learn and apply new information or new skills.
 Conduct effective interviews with victims and witnesses; interrogate suspects; summarize and document interviews and interrogations.
 Process crime scenes and maintain chain of custody of evidence.  Review evidence and determine its sufficiency in case prosecution.  Monitor changes in laws and court decisions and apply them in work situations.  Operate the equipment and vehicles of the department in a safe and responsible manner.

Police Civilian Investigator

 Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
 Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
 Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.  Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
 Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
 Establish, maintain, and foster positive and effective 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:

Education:
 Equivalent to an associate degree or higher from an accredited college or university in public administration, economic, finance, accounting, criminology, criminal justice, police science, or a closely-related field; may be used in combination with experience to provide the necessary knowledge, skills and abilities previously listed.

Experience:
 Three (3) years of professional investigative experience with a law enforcement agency or claims investigations and analysis experience, or an equivalent combination of training and experience.

Licenses and Certifications:

 Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

When assigned to an office environment, must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; ability to stand and walk 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.

When assigned to field work must possess mobility to work in changing site conditions; possess the strength, stamina, and mobility to perform light to medium physical work; to sit, stand, and walk on level, uneven, or slippery surfaces; to reach, twist, turn, kneel, and bend, and to operate a motor vehicle and visit various City sites and vision to operate vehicles. The job involves fieldwork requiring walking or standing on uneven terrain to access crime scenes and to identify problems or hazards. Employees must possess the ability to lift, carry, push, and pull materials and objects averaging a weight of 25 pounds, or heavier weights, in all cases with the use of proper equipment and/or assistance from other staff.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees also work in the field and are exposed

Police Civilian Investigator

to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, chemicals, mechanical and/or electrical hazards, and hazardous physical substances and fumes.

WORKING CONDITIONS

May be required to work on-call during any shift, weekends, and holidays.

Department/Division: Police
Reports To: Police Sergeant, Police Lieutenant, Police Captain, Chief of Police Provides Direction To: N/A
Exemption Status: Non-Exempt
Employment Grouping: UCEA
Date Prepared: March 2023
Date Updated: