Police Records Specialist

08/12/2026: This recruitment's application deadline has been adjusted to "Open Until Filled/Continuous" This is a 24-hour operation which requires shift work and scheduling flexibility. As a Police Records Specialist, you will be responsible for handling skilled clerical tasks such as data entry, processing and records filing. The incumbent will act as the go-to person for police references, answering phone and in-person inquiries, handling non-emergency radio messages. Work is performed under the general supervision of the Management Services Supervisor and/or Law Enforcement Records Supervisor. The sworn personnel rely on Police Records Specialists to provide accurate records and information that will help them achieve the police department's objectives, which include Prevention of Crime, Deterrence of Crime, Apprehension of Offenders, Recovery and Return of Property, Maintenance of Order. To learn more about the Charlottesville Police Department, please visit: The preferred hiring range for this position is $22.55 - $26.59 ($46,904.00 - $55,307.20), with starting pay based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following leave and retirement benefits: Vacation Leave: 3.09 hours accrued bi-weekly (increases with YOS). Sick Leave: 4.62 hours accrued bi-weekly, approx. 120 hours per year with no limit on accumulation. 13 Paid Observed City Holidays 1 Floating Holiday which must be taken during the fiscal year (July 1 - June 30) Choice of retirement plan: Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary. Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required. Voluntary 457 Deferred Compensation Plan Eligibility to purchase prior service credit under the Defined Benefit Plan The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage. Note: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications may no longer be considered once a reasonable number of applications has been received or once a candidate to fill the position is identified. Applications may be evaluated on a continuous basis and interviews may be conducted as soon as possible during the recruitment with candidates who are best qualified. This job announcement may close at any time after 7 calendar days. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. Essential Duties Provides exceptional customer service to police personnel and citizens. Acts as a receptionist and police information person. Answers telephone inquiries relating to general departmental and City information as well as police procedures and policies. Relays and dispatches messages by radio and teletype as required to communicate with and respond to officers. Assists officers as requested, or “walk-in” individuals as needed by contacting appropriate social and community services to arrange for shelter, assistance or whatever can be provided by distressed, dislocated or victimized citizens. Operates Virginia State Police VCIN teletype system; files hard copies of records after computer entry has been done and checked. Enters and verifies a variety of reports and records in the police computerized records management system. Types, copies, distributes, files, and cross references a variety of police documents and reports. Inputs records from previous shift’s activities and prepares file of latest information for handling by oncoming shift Sergeant. Expunges and purges records according to court order. Retrieves, assembles, and analyzes data in preparation of the generation of specialized reports. Runs “Outstanding Arrest Warrant Checks” as appropriate and locates the actual warrant, including contacting bailiff of individuals against whom warrants are outstanding. Codes and inputs warrants/protective orders based on order of importance, and codes reports for computerized and manual filing systems. Prepares/mails letters to individuals notifying them of outstanding warrants. Registers taxicab drivers per City ordinance. Reviews court dockets and ensures necessary paperwork is forwarded to the appropriate court. Receives, verifies, and deposits money received from the public (check, cash, and credit card) for copies of police reports and fingerprinting services to the Treasurer's Office. Checks forms, records, reports, applications and other materials for accuracy, completeness and conformity in accordance with established procedures. Assists with cleanliness and order of records spaces and associated facilities. Processes incoming, outgoing, and intradepartmental mail. Maintains the highest degree of confidentiality and sensitivity with classified and delicate police information. Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. Regular and reliable attendance. Other Duties Performs additional duties to support operational requirements as apparent or assigned. Education and Experience Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education. High school diploma or GED. Certifications/Licenses/Other Requirements Must be at least 18 years of age. Must obtain and maintain State certification for VCIN and NCIC. Ability and willingness to work any shift or days off, including the ability to work extra shifts as needed. Willingness to accept periodic changes in work schedule. Must have not been convicted of any felony or serious misdemeanor or be a user of any controlled substances. Required to successfully pass an extensive criminal history pre-employment background check and pre-employment drug screen. Preferred College degree. Fluency in language(s) other than English. Some prior work experience. Knowledge, Skills, Abilities and Other Characteristics Job Knowledge Familiarity with different types of records, computerized information systems, and other local and regional law enforcement agencies, relevant community resources, services and activities, regional geography, roads, and landmarks, and techniques for handling difficult people. General knowledge of basic radio communications procedures; General knowledge of various police communication systems; Proficient knowledge of Information and Management Services duties/procedures, including proficient keyboarding skills. Working knowledge of local, state, and federal laws, and terminology applicable to the job; including NCIC/VCIN and basic understanding ofVirginia court system and the nature of how warrants and protective orders go through different systems and how they correlate with one another. Reading Intermediate: ability read, understand, and interpret policies, procedures, newspapers, journals, multi-step instruction manuals, and reference materials, such as City ordinances, state and federal laws, police policies, court documents, spreadsheets, and reports. Reviews documents for professional, technical, and content errors. Writing Intermediate: ability to organize data and write clear and concise reports, prepare business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech; such as computer records, written guidance regarding records and appropriate organizational methods. Ability to compose documents and reports that analyze, synthesize and convey complex information accurately and professionally. Math Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division. Communication Skills Basic: Establishes and maintain effective working relationship and rapport with co-workers, supervisors, citizens, and the public. Provides basic information to others outside direct reporting relationships on procedures, issues, or general policies with clarity. Ability to understand and carry out oral and written instructions. Ability to deal courteously but firmly with individuals. Ability to evaluate what is being communicated to provide best information, advice and referrals in performing recordkeeping, data input, retrieval and relaying of information in precise, detail-oriented, thorough and consistent manner. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas. Ability to provide information and guidance that assists others in making decisions. Independence and Decision-Making Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently. Makes decisions on what calls need to be transferred to City Emergency Communications and which calls can be answered by Records Division without further assistance. Serves as a resource to less experienced workers in matters of records and documents management. Demonstrates the ability to solve more difficult records and management problems under general supervision. Technical Skills Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Ability to enter and retrieve data from computerized/teletype files accurately and at a reasonable rate of speed with accuracy. Possesses basic understanding of available technology. Demonstrates skill in the use of Microsoft Office applications and departmental systems, software, and equipment. Fiscal Responsibilities No budgetary responsibilities. However, may handle monies and prepare/enter purchasing documents information for payment. Supervisory Responsibilities No responsibility for direction or supervision of others. Other Characteristics Organization, detail-oriented, and time management skills, sometimes under strict time constraints. Effective customer service skills. Emergency response. Frequent change of tasks. Working closely with others as part of a team. Tedious or exacting work. Performing multiple tasks simultaneously. Constant interruptions and requests for service. Work effectively with sensitive and confidential issues and information. Non-traditional work schedule. Position may be required to work weekends, nights, holidays, standby/on-call, emergency on-call, and/or weather-related emergency on-call. May be required to work additional hours outside normal schedule. May require dealing with angry, frustrated and/or upset individuals. Physical Demands Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. Work requires grasping, repetitive motions of wrists, hands, and/or fingers; typing; standing, pushing/pulling, and lifting. Requires adequate talking, hearing and seeing. Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations; Ability to observe details at close range (within a few feet of the observer). Machines, Tools, Equipment, Software and Hardware Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned. Work Environment Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust. The noise level in the work environment is usually moderate. #J-18808-Ljbffr City of Charlottesville