Correctional Records Specialist

Job Title

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having highly talented employees provides the best service to our community.

Under immediate supervision, performs a variety of general and specialized clerical duties of moderate difficulty in the Santa Ana Jail.

Essential Functions Include But Are Not Limited To

• Processes visitor and registrant paperwork.
• Answers phones, provides information, and responds to inquiries.
• Interviews inmates in a direct contact environment, communicating in an effective manner to obtain information for booking or release.
• Enters inmate data into the jail management system and queries a variety of data systems for records checks and warrants.
• Inventories and accounts for inmate property.
• Accepts and processes bail bonds.
• Receives inmate paperwork, reviews it for accuracy and completeness, and processes accordingly.
• Uses keyboard to enter, access, retrieve, update, and change information from automated systems.
• Processes, updates, and maintains inmate files.
• Reviews and processes confidential information.
• Keeps daily use forms stocked and organized.
• Compiles reports as requested.
• Performs other functions as assigned.

Minimum Qualifications

Education and experience equivalent to graduation from high school and one year of clerical experience, which may include employment in a records bureau in a law enforcement agency; or any equivalent combination of education and experience which provides the desirable knowledge, skills and abilities. DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES Knowledge of : Modern office practices, procedures, systems, and equipment; standard clerical techniques involved in data entry and filing; and proper communication procedures. Familiarity with the specialized clerical functions and activities assigned to a law enforcement records center is desirable but not required. Ability to : Word process at a corrected speed of no less than 25 words per minute from clear copy; communicate effectively with a wide variety of people; use sound judgment in carrying out duties; follow oral and written instructions; learn assigned clerical tasks; adhere to prescribed routines; perform simple arithmetic computations; write legibly and use correct grammar and spelling; maintain effective relationships with police personnel, coworkers, and the public. SPECIAL REQUIREMENTS : Willingness and ability to work any shift, weekends and holidays. Bilingual fluency in both English and Spanish OR Vietnamese is highly desirable. Correctional Records Specialists work inside the jail facility; they have direct contact with inmates and members of the public.

Selection Process

All applicants are required to complete and submit a City application form and supplemental questionnaire. Applications must be submitted online. Click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications and answers to the supplemental questionnaire will be thoroughly reviewed by the Human Resources staff. The applicants with the most pertinent training, education, and experience will be invited to continue in the selection process, which includes the following:

Performance Examination (Typing Examination) (Qualifying) will include a typing examination of typing speed. A corrected speed of 25 words per minute is the minimum acceptable typing score. The Human Resources Department may waive the typing test for applicants who have demonstrated the required proficiency in a previous examination for the City of Santa Ana.

Written Examination (Weight of 25%) will assess skills in the following areas: spelling, vocabulary, grammar, following instructions, filing, proofreading, arithmetic, and reasoning. Written Examination tentative timeline is August 6, 2026 - August 11, 2026.

Oral Interview Examination (Weight of 75%) will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. Interview Examination tentative timeline is August 24 - August 28, 2026.

Candidates need a minimum passing score of 70% in the written and interview examination components and a minimum passing score of 25 wpm in the typing examination in order to be placed on the eligible list.

Bilingual Oral Fluency Examination: (if applicable) will evaluate the candidate's ability to communicate effectively in both English and Spanish OR Vietnamese.