Police Records Specialist

Job Title

Records Management Specialist

Job Description

Performs difficult specialized records management work providing information and records maintenance functions in the Records section of the Police Department.

Examples Of Job Functions

This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

• Provides records management for multiple law enforcement agencies and criminal justice agencies throughout Spokane County. Receives counter, fax, and telephone inquiries from internal customers and external law enforcement agencies, answers questions of a general and law enforcement nature, and refers individuals to appropriate sources of information.
• Employees are assigned multiple distinct functions within one of the primary work groups including criminal records, domestic violence orders, and public window.
• Criminal records: Reviews, verifies, and processes reports, warrants, requests, teletypes, and faxes. Enters, updates, and corrects multiple databases as required. Reports processed include, but are not limited to, runaway/missing person reports, stolen vehicle recoveries, warrants, offender based tracking systems, and ineligibility to possess a firearm. Receives, sorts, reviews, scans, indexes, makes copies, corrects, and disseminates documents as required by applicable laws, policies, and procedures.
• Domestic violence orders: Reviews, verifies, and processes court orders, enters information into databases, and updates databases as the court orders are served or status is changed. Works closely with court staff to review court orders and makes requests for any corrections when needed. Court orders may include criminal no-contact orders and a variety of civil protection orders including but not limited to domestic violence protection orders, anti-harassment orders, extreme risk protection orders, and restraining orders.
• Public window: Reviews applications for gun licenses and conducts criminal background checks for concealed pistol licenses and firearm dealers. Generates paperwork and submits requests to outside agencies (DOL etc.). Interacts with customers in person, by phone, and by email. Performs cash transaction duties handling funds, change, receipts, reconciliation, deposits, and disbursements.
• Performs related work as required.

Minimum Qualifications

Open-Entry Requirements:

• Education: High school diploma or equivalent.
• Experience: Two years of clerical office work experience with primary duties in data entry or administrative tasks. One year of business or clerical education above the high school level may substitute for one year of the experience requirement. An associate degree or higher from an accredited college or university in business, communications, social science, criminal justice, or a closely related field may substitute for the two-year experience requirement. Must be able to type at the rate of 200 keystrokes (40 words) per minute.
• Equivalency: We accept equivalent combinations of education and experience. We welcome job seekers with relevant backgrounds to apply.

Licenses and Certifications:

• Employees must obtain ACCESS II certification within the probationary period.

Background Check:

• All candidates must submit to fingerprint and background investigation prior to appointment.

Pre-employment Requirements:

• All applicants are subject to a thorough police background investigation, including but not limited to criminal history, fingerprinting, and polygraph.
• To facilitate the background investigation, applicants must submit a Personal History Statement (PHS) form. Completion of this form is MANDATORY for employment consideration.

Note: The City of Spokane no longer screens for cannabis during the initial hiring process; however, cannabis use after employment is not permitted. Applicants may be subject to random drug tests during employment.

Examination Details

Applicants must first meet the minimum qualifications to be invited to take the examination. Those who pass the examination will then go on the hiring list.

The examination will be conducted in the form of a skills simulation. The skills simulation exam, an assessment that replicates real job tasks in a virtual environment, will evaluate your ability to use core programs essential to the position.

The examination may include such subjects as:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Proofreading
• Typing

This is an online examination that will require a computer. If you do not have access to a computer, please notify Civil Service so that one may be provided. Computer reservations can also be made through your local public library.

Once you receive the test link, the testing window is Thursday, 12:00 AM, to the following Monday at 11:59PM. You may begin the exam at any time during the test period; however, once you begin, you will have 2 hours to complete the examination

Please note: The email will come from City of Spokane ( View email address on click.appcast.io ).

For information on what to expect with the hiring process, a test information guide, and frequently asked questions, please visit our website.

Additional examinations shall be administered as applications are received with results merged into one eligible list according to final ratings, pursuant to the Merit System Rules of the Civil Service Commission: Rule IV, Section 13 Continuous Examinations.

Upon request, at time of application, City of Spokane will provide alternative accessible tests to individuals with disabilities that impair manual, sensory, or speaking skills needed to take the test, unless the test is intended to measure those skills.

We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status, or disability status. As a Fair Chance Employer, City of Spokane does not conduct initial background screening for non-public safety positions.

Benefit Compensation Value

In addition to a salary, The City of Spokane provides a generous benefits package valued between $24,902 - $34,218.

Insurance Benefits

Eligibility: Coverage begins for new hires and their dependents on the first day of the month following 30 consecutive days of employment. Eligible Dependents: Spouse or Domestic Partner, birth, adopted children or children placed for adoption, Domestic Partner's children, step-children who live with employee, and any child for whom employee is legal guardian or for whom coverage is required by a Qualified Medical Support Order. Adult children under age 26 are eligible.

Medical Qualified employees may select from two health carrier options; a Health Maintenance Organization (HMO) administered by Kaiser Permanente or a Preferred Provider Option (PPO) administered by Premera Blue Cross. The monthly premium varies dependent upon plan and coverage level selected.

Vision Vision coverage is included in the medical plan selected. Costs for eye exams and hardware; lenses, frames or contacts varies depending on the medical plan selected.

Dental Dental insurance is provided by Delta Dental of Washington. The City pays the monthly premium in full for employee and eligible dependents.

Life Insurance - Employee Only Basic Term Life Insurance is provided at one-and-a-half times the employee's annual base salary to a maximum of $150,000. The City pays the monthly premium in full.

Life Insurance - Eligible Dependent(s) Basic Term Life Insurance is provided at $5,000 for spouse/domestic partner and $2,000 for each child. The City pays the monthly premium in full.

Flexible Spending Account The City offers two optional Flexible Spending Accounts (FSA) - Health Care FSA and Dependent Care FSA. The Health Care FSA allows an employee to use pre-tax dollars to receive reimbursement for eligible medical, dental, and vision expenses. The Dependent Care FSA allows an employee to receive reimbursement for eligible daycare expenses for dependent children up to age 13 and other eligible dependents as defined by IRS Code.

AFLAC Supplemental insurance is optional and is provided by AFLAC to help pay benefits that major medical insurance does not cover.