Police Records Specialist

Records Specialist

A Records Specialist performs advanced, specialized duties in managing, processing, and safeguarding police records and data. This role supports officers, investigators, courts, and the public by ensuring accurate recordkeeping, timely information distribution, and compliance with legal and regulatory standards. The specialist often handles complex record types, oversees workflow quality, assists with system administration, and provides guidance to junior records staff. The position requires strong attention to detail, confidentiality, and a comprehensive understanding of law enforcement records practices.

The ideal candidate will have three years of experience working in an office environment, a minimum of one year of experience working with records management systems, with an emphasis on public safety or criminal justice records and records keeping experience including laws associated with public records release of information. At least three years of experience in dealing with confidential records and the importance of maintaining that confidentiality is desired. A high attention to detail, ability to multitask, desire to be a team player and a passion for customer service is a must. Prior law enforcement experience is ideal.

At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess six core values:

Integrity - Initiative - Empathy - Optimism - Innovation - Adaptability

EXAMINATION PROCESS

Only a limited number of the most highly qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will include a panel interview and may include a written assessment.

All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as messages will come from a system generated source.

Essential Functions

• Specialized Records Processing: Review, enter, correct, and maintain complex police reports, arrest records, citations, criminal history documents, and digital evidence. Ensure accuracy and compliance with state and federal reporting requirements.
• Information Release and Public Records Compliance: Process public records requests and law enforcement information inquiries from authorized individuals, agencies, and the public. Prepare legal documentation necessary to initiate prosecution. Apply appropriate redactions and ensure distribution follows legal standards and department policy.
• Records Auditing and Quality Assurance: Reviews supervisors approved reports to ensure proper classification and coding of incidents. Provide corrective guidance to staff and sworn personnel on record standards and procedures.
• Research, Retrieval, and Court Support: Locate, compile, and prepare records for subpoenas, court proceedings, investigative needs, and interagency requests. Manage secure access to digital files, recordings, and archived materials.
• Technical and Administrative Support: Assist with maintaining records management systems, body camera system data integrity updates, and technology transitions. Train or mentor Records Clerks or Records Clerk II staff, support workflow coordination, and help implement procedural improvements. Prepare all legal documentation necessary to initiate prosecution of a case. Forwards all documentation, within required time frame, to the appropriate agency, including but not limited to; Maricopa County Attorney's Office, City Prosecutor's Office, Municipal and Justice Courts (depending on the location of the offenses), and Juvenile Courts.

Requirements

• Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Minimum one year experience in a related field.
• Certifications and Other Requirements: Notary Public.
• Reading: Work requires the ability to read general correspondence, records, reports, manuals, court paperwork, and record requests.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing: Work requires the ability to write general correspondence, memorandums, records, reports, and letters.
• Managerial: Semi-Complex - Work requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instructing, and scheduling work.
• Policy/Decision Making: Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
• Technical Skills: Broad Application - Work requires the use of standard technical skills appropriate to the work environment of the organization. Limited analysis and independent thinking is utilized.
• Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.

12 Month Objectives

3 Month Objectives

• Read and understand applicable Department policies and procedures
• Become familiar with Axon Evidence.com
• Review existing policies/standard operating procedures
• Participate in new records management system workflow development

6 Month Objectives

• Become proficient in discovery requests
• Proficient in use of software for redactions

12-month objectives

• Review training manual with supervisor and discuss improvements
• Make recommendations for policy and procedure modifications as needed