Police Records Specialist III

Job Description:

Police Records Specialist III

Description

THE POSITION

Please Note: a candidate must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history to be considered for this position.

To perform responsible, specialized police records preparation and maintenance work, including public contact work in receiving and taking police reports.

DISTINGUISHING CHARACTERISTICS

This is the lead level in the Police Records Specialist series. Work in this class is distinguished from that of the Police Records Specialist I and II by the responsibility to oversee and provide technical work direction, provide technical training and participate in the performance evaluations of lower-level staff assigned to a shift. Incumbents of this class are expected to operate with greater independence, resolve the most complex technical issues and problems and provide leadership and technical oversight of the work of others with only minimal supervision. This class is distinguished from that of the Police Records Supervisor in that the latter is a first-level supervisory classification that exercises full supervisory responsibility for an assigned shift.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Police Records Supervisor or a Senior Police Records Supervisor. Positions in this class provide work direction, technical assistance and participate in the performance evaluation of lower-level or new employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TYPICAL DUTIES

• Transcribe electronic reports submitted by police staff.
  
• Compile individual local criminal history by verifying each name entered into the Records Management System (RMS) and attaching it to the proper individual already in the RMS system.
  
• Enter missing persons, stolen vehicles and stolen property into state or national databases and then clear entries as necessary.
  
• Assist citizens desiring to report crimes either via telephone or in person, determine if facts presented constitute a crime, determine proper report classification and complete the report.
  
• Respond to calls from officers in the field via radio and accurately research and transmit appropriate and correct information relating to warrants, criminal history, record checks, etc.
  
• Assist citizens at the public counter in assigning court dates, collecting monies for various fees, releasing vehicles and providing general public information.
  
• Prepare crime related reports for various sections of the Police Department and District Attorney.
  
• Retrieve crime report information according to established law and Police Department policies and procedures for authorized personnel, other police agencies, citizens, insurance companies etc.
  
• Purge reports and seal records according to established statues and Police Department policies and procedures regarding police records information.
  
• File, retrieve, copy, and/or film records and reports maintained for police records functions.
  
• Appear in court and testify when required.
  
• Develop solutions, resolve problems and provide work direction regarding the most complex police records issues.
  
• Lead, oversee and provide technical work direction and technical training to lower-level and new employees.
  
• Observe and participate in the evaluation of the performance of subordinate personnel and provide verbal and written performance evaluations to both subordinates and supervisors.
  
• Test and evaluate records management software and software updates.
  
• Assist in correcting crime report errors to facilitate the accurate reporting of the Monthly Uniform Crime Report.
  
• Provide exceptional customer service to those contacted in the course of work.
  
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• English usage, spelling, grammar, and punctuation.
  
• Arithmetic.
  
• Modern office practices, procedures, and terminology.
  
• Knowledge of computers and office-related software programs.
  
• Recordkeeping practices and procedures.
  
• Organization, procedures, and operating details of police agencies.
  
• Police terminology related to police records functions.
  
• Crimes and classifications codes.
  
• Computerized systems used by law enforcement agencies.

Ability to:

• Provide effective technical work direction and oversight to subordinate personnel.
  
• Provide effective feedback during training evaluations.
  
• Resolve the most complex police records issues.
  
• Operate a variety of office machines and equipment.
  
• Use the computer systems, enter record information and perform record searches.
  
• Read, understand, and apply policies and procedures.
  
• Understand and carry out oral and written instructions.
  
• Learn office methods, rules, practices, and policies.
  
• Communicate effectively, orally and in writing.
  
• Deal effectively and tactfully with other City personnel and the public by telephone or in person.
  
• Effectively elicit information from upset and irate citizens.
  
• Maintain cooperative working relationships with other City personnel and outside agencies.
  
• Use initiative and sound judgment within established guidelines.
  
• Review documents for errors and refer to appropriate personnel for correction.
  
• Evaluate and test complex computer systems and software related to police records management.
  
• Apply policies, procedures, and rules related to the various records functions.

EXPERIENCE AND EDUCATION

Experience:

Three (3) years police related work experience, including at least two (2) years performing the full range of journey-level police records duties and responsibilities.

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently , including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
  
• Employment applications will be considered incomplete and will be disqualified:
  
  • If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week) .
    
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
    
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
  
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
  
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
  

2. Training and Experience Test : (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
  

• A resume will not substitute for the information required in the T&E questions.
  

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Police Records Specialist III examination.

4. Screening Committee : (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Background Process : If considered for appointment, candidates must pass a background investigation, which includes a criminal history check, fingerprinting, polygraph test, credit check, and drug use history.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
  
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
  
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
• Send an email to [email protected] ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 2/23/2026 11:59 PM Pacific

Salary:

$56,311.01 - $79,235.24 Annually