Records Specialist

Job Description:

Records Specialist

Description

Summary

Under supervision of the Records Manager, the Police Records Specialist provides support of the Operations Bureau and ensures timely and accurate entry, retrieval, and dissemination of Police Records. This position processes the public’s request for information and assists other agencies in obtaining necessary records in a timely and accurate manner.

Essential Functions

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Receives, responds to, and processes emails for the Records Department; routes requests to appropriate locations; processes police reports to include numbering, transcribing, and filing; communicates with the public in person and by phone.
• Creates and enters data in electronic files for the following: protection orders, accident reports, witness statements, infractions, criminal citations/referrals, NIBRS, medical release forms, approvals, trespass notice, various vehicle reports, property, and posting of disposition information from courts.
• Enters and/or modifies protection orders received from courts; prepares order for service as required; receives service paperwork and updates service; sends return of service to appropriate court; terminates orders and clears from software system.
• Receives, watermarks, and file attaches warrants, and warrant recalls received from courts via email; enters, updates, or deletes warrants in software programs.
• Receives Concealed Pistol License Applications and Firearms Dealer Licenses over the counter and through designated software; performs background; determines applicants eligibility based on outlined policy and regulations; issues or denies license.
• Receives and reviews public or other agency requests for the release of police records; performs necessary redactions depending on requestor’s eligibility; updates software to reflect what was released, time spent, and document search efforts; sends closure letter.
• Compiles, reviews, analyzes and redacts complex digital media for body worn cameras, and other digital media for future litigation, prosecution and public disclosure.
• Maintains computer files and physical files of police incidents; creates and maintains new records-related systems as required by law; maintains impounded property files.
• Handles incoming cash from sources such as insurance companies and citizens; may prepare deposits for accounting and balances books according to procedures.
• Provides coverage to the receptionist as needed; greets the public and responds to requests for service; answers and routes telephone calls; screens visitors; copy reports and documents.
• Performs purging and validation functions for various cases and files of information as required.
• Performs related duties as assigned.

Qualifications

Education, Training and Experience Guidelines
High school diploma or GED AND must be 21 years of age; OR an equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Knowledge of:

• Municipal, federal, and state laws around records retention and schedule.
• Firearm Laws.
• Privacy Act and Public Disclosure Laws.
• Transcription methods and procedures.
• General office policies, procedures, and equipment.
• Customer service principles, practices, and etiquette.
• Records maintenance and retention policies and procedures.
• Computer and software basics.

Skill in:

• Maintaining accurate records and filing systems.
• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Organizing and prioritizing tasks to meet deadlines.
• Completing multiple tasks simultaneously.
• Typing and entering data with speed and accuracy.
• Preparing clear and concise communications, reports, and documents.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.
• Maintaining confidentiality and privacy on all police information.

LICENSE AND CERTIFICATION REQUIREMENTS

• Must possess a valid Washington State driver's license.
• Must be able to successfully pass the Written Civil Service Examination.
• Must be able to successfully pass the Oral Civil Service Examination.
• Must be able to successfully pass the Background Investigation.
• Must be able to successfully pass the Polygraph Examination.
• Must be able to successfully pass the Psychological Examination.
• Must be able to successfully pass the Hearing and Drug Screen Examination.
• CPR, First Aid, and AED Certification is required.
• Access II Certification is required.

BENEFITS:

• Medical dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave
• Gym Membership reimbursement
• Deferred Compensation (voluntary)

APPLICATION PROCESS:

Interested applicants must submit a cover letterand resume with their application. Applications must be received no later than 11:59 p.m. on Thursday, April 10, 2025.

All applicants who meet the minimum requirements will be invited to take the online written assessment. The top 20 scoring candidates will be invited to the Oral Boards. The recruitment process will include satisfactory completion of the written, typing and oral examinations. Selected candidates must agree to the following:

• Fingerprint and criminal history search
• Personal background investigation
• Polygraph examination

For additional information, or a complete job description, please click on https://www.governmentjobs.com/careers/mtvernonwa/classspecs

The City of Mount Vernon provides and enforces a drug-free workplace and maintains a smoke free work environment.
The City of Mount Vernon is an Equal Opportunity Employer.

• Medical, Dental and Vision Insurances
• Life Insurance policy
• Employee Assistance Program
• Department of Retirement Systems Retirement Plan
• Paid vacation, holidays and sick leave
• Gym Membership reimbursement
• Deferred Compensation Match (1 %)

Closing Date/Time: 4/10/2025 11:59 PM Pacific

Salary:

$55,920.00 - $73,596.00 Annually