Police Records Specialist

Applications Close – 5:00 p.m., Friday, July 17, 2026

Essential competencies of this job are described below. They may be subject to change at any time. The omission of specific statements of duties does not exclude them from the position, if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and may be changed by the employer at any time.

Performs police records maintenance duties in the operation of the Police Department. Does related work as required. This is a civilian position with no DPSST certification required or allowed.

Unless specifically identified as a “Non-Essential Job Function”, the information included in this job description, and any referenced supplemental documents, is considered an “Essential Job Function”. Temporary modifications to provide reasonable accommodations, or transitional work assignments, do not waive any of the essential functions for this position.

The following information is not all-inclusive.

• Maintains the department records system; records, tabulates and disseminates information compiled within the department; respect confidentiality of records.
• Ensures flow of information between department and other criminal justice partners.
• Operates department computers, copiers, and printers.
• Reads, interprets, and performs complex classification and coding of police reports based on national and internal standards.
• Greets the public, both in person and by telephone, answers messages, obtains information, gives directions and answers routine questions.
• Provides forms and permits, processes bicycle license registrations, collects monies for copies of police reports, regulatory fingerprinting, and other permits as required.
• Receives, evaluates, and responds to public records requests.
• Distributes copies of police reports to administration, police officers, detectives, courts, outside agencies, citizens, insurance companies, and other interested parties.
• Provides vehicle releases to the public, which includes verifying vehicle insurance, driving status, vehicle ownership, and the collection of fees.
• Interprets and applies state public records laws and internal policies governing the release of information and documents in accordance with department guidelines and standards.
• Changes paper, toner cartridges, and ribbons.
• Transfers information from source documents to the computer.
• Performs other tasks as assigned.

• Reasonable knowledge of modern office and clerical practices and procedures and equipment.
• Reasonable knowledge of computer operations.
• Skills in accurately reading numbers and letters.
• Keyboarding and data entry skills.
• Ability to understand oral and written instructions and to act upon them accordingly.
• Ability to speak clearly in a well-modulated voice and to use good diction.
• Ability to comprehend and use the entire records function.
• Ability to develop a knowledge of a considerable range of procedures, techniques, laws and ordinances.
• Ability to accurately maintain a variety of record systems and to prepare reports from record systems.

• Regular attendance and punctuality.
• Speak and act truthfully.
• Conduct oneself with integrity, morality, character, and trustworthiness.
• Exhibit self-control.
• Detail-oriented.
• Thorough when completing work tasks.
• Accept supervision and constructive criticism.
• Calmly and effectively process high stress situations.
• Reliable, responsible, and dependable.
• Willingness to take on responsibilities and challenges.

Education:

Graduation from high school or the equivalent GED certificate, supplemented with courses in computers, typing and office procedures.

Experience:

One year of previous responsible experience in an office involving computer operation, receptionist, typing and recordkeeping duties.

Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above.

Complete and receive certification for Law Enforcement Data Systems (LEDS)…