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About the Department

This Police Records Information Specialist position performs cross-functional, complex clerical and office support related to various law enforcement functions within the police department. Duties involve performing manual and clerical work, including recordkeeping, documentation, filing, maintaining, and releasing records related to criminal justice activities. 

Position Duties

Work activities involve multiple skills and may include, but are not limited to, any or all the following depending on the area of assignment, operational necessity, emergency services, special projects, and seasonal factors:

1. Provides technical and policy information to internal and external customers by phone and in person; resolves discrepancies, complaints, and other issues requiring unique, detailed, complex procedures and applicable government rules and regulations.
2. Performs record keeping, storage, security, and destruction of records and materials submitted by police department personnel according to departmental policy and procedure, established retention schedules, and according to the requirements of the WA Public Records Act and the WA State Archives records retention guidelines.
3. Processes public disclosure requests for police records, includingbody-worn camera footage; redacts records in all media formats. Prepares, maintains, and disseminates reports, documents, and files in compliance with public disclosure laws.
4. Prepares correspondence, forms, and reports; proofreads documents for typing and format errors; composes documents and business correspondence.
5. Receives and screens telephone calls and visitors; answers questions using considerable knowledge of department operations.
6. Organizes digital evidence files for body-worn cameras; performs video categorization quality checks; prepares and disseminates digital evidence.
7. Keeps the supervisor and departmental staff informed of significant matters requiring review or action.
8. Processes concealed pistol licenses, firearms dealer licenses, and pistol transfers by state and departmental guidelines.
9. Performs inquiries and criminal history checks through Washington State Patrol ACCESS; submits various transactions to WACIC/NCIC using a data terminal.
10. Catalogues crimes and verifies crime codes by the National Incident-Based Reporting System (NIBRS).
11. Assembles and summarizes data for department administration, preparing various reports when required.
12. Communicates with police staff and processes requests for information according to established guidelines and laws.
13. Orders, stocks, and maintains miscellaneous department supplies as directed.
14. Strictly maintains confidentiality requirements of the police department.
15. Timely and regular attendance.
16. Follow/adhere to all department and city policies, procedures, safety program regulations, and requirements.
17. Serves as Notary Public as needed.
18. Maintain the police department display and brochures for public use.

1. Attend various workshops, continuing education, meetings, seminars, and conferences.
2. Perform other duties and responsibilities as assigned.

1. Modern office methods, practices and procedures, equipment, and business letter writing standards.
2. Applicable laws, codes, regulations, policies, and procedures that apply to law enforcement, such as the Washington State Criminal Records Privacy Act and public disclosure laws.
3. Law enforcement practices and procedures.
4. Principles and practices of records keeping and records retention.
5. Fundamental principles and procedures of record keeping.
6. Proper use of English, spelling, grammar, and punctuation.
7. Establish and follow priorities, organize files and materials, identify procedural problems, and organize and be oriented.
8. Compile and maintain accurate and complete documents.
9. Interpret and apply legal documents and federal, state, and local regulations.
10. Communicate effectively, both orally and in writing.
11. Speak, read, and write the English language.
12. Work independently on multiple tasks, cope with interruptions, and meet deadlines.
13. Prioritize and coordinate competing assignments and multiple deadlines.
14. Operate software programs and office equipment, including computers, radios, calculators, and data terminals.
15. Perform the job's essential functions, with or without reasonable accommodation.
16. Establish and maintain effective working relationships among co-workers and other City personnel, contractors, and the general public.

Minimum Qualifications

An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential job functions may be considered.

• High School Diploma/GED or equivalent.
• Minimum two (2) years of clerical experience, preferably in a legal or law enforcement setting.
• Successful completion of Law Enforcement Records training within three (3) months of hire.
• Valid First Aid and CPR certification or ability to obtain within three (3) months of hire.
• Valid Notary Public certification or ability to obtain within six (6) months of hire.
• Able to obtain and maintain Level II certification for Washington State ACCESS law enforcement computerized data system within six (6) months of hire.
• Must be a United States citizen, lawful permanent resident, or a deferred action for childhood arrivals (DACA) recipient.
• Must be able to speak, read, and write the English language per RCW 41.12.070.
• Valid driver’s license and ability to provide driver’s abstract with a good driving record. 
• Complete a comprehensive police department pre-employment background check, including but not limited to reference checks, criminal records checks, credit checks, background investigations, and polygraphs screenings prior to hire.

Other Qualifications

The physical demands and characteristics of the work environment described here represent those occurring when performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals to perform the essential functions.
 
Work is performed primarily in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift, and carry office equipment, supplies, and materials. Basic communication skills such as talking, seeing, and hearing are required for frequent person-to-person contact and computer and telephone usage—the ability to move objects in excess of 35 pounds.

Safety Statement:
We expect employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and the City’s Accident Prevention Program (APP). This includes but is not limited to, actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive workplace safety culture through everyday action, emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.