Police Records Specialist (Part-Time)

Salary: $24.38 - $29.63 Hourly
Location : Azusa, CA
Job Type: Part-Time
Job Number: 25-14
Department: Police
Opening Date: 04/23/2025
Closing Date: 5/29/2025 5:30 PM Pacific
Max Number of Applicants: 150

Definition
SALARY INFORMATION

$24.38 - $29.63 Hourly

Part-time employees typically work up to 19 hours a week, cannot work more than 28 hours a week, serve at will, and are exempt from the Civil Service System.
DEADLINE TO APPLY:

Online applications will be accepted beginning Wednesday April 23, 2025, for a minimum of 5 business days. Qualified and interested applicants are encouraged to apply immediately as this recruitment may close without notice on the day the department's needs are met. The eligibility list established from this recruitment may be used to fill future vacancies.
REQUIRED ATTACHMENTS WITH RESUME

RESUME

• Detail your experience, education, and training relevant to the position.
• Your application should cover your employment history for at least the past ten years (if employment history extends to 10 years or more).
• List your most recent experience first.
• Include at least three professional references (do not include relatives as references).

TYPING CERTIFICATE

• A valid typing certificate is required at the time of application.
• The certificate must verify a typing speed of 40 NET words per minute.
• The certificate should not be dated later than 12 months from the date of application.
• It must indicate the source of the in-person test facility and confirm that the typing test was a five (5) minute timed test.

Failure to comply with these requirements may result in disqualification from the position.
POSITION DESCRIPTION

Under general supervision, performs a variety of specialized administrative support tasks involving the development, maintenance, retention, transition, and retrieval of Police Department records; prepares, maintains, and updates a variety of records, documents, and reports; performs related duties as required.

Essential Functions
CLASS CHARACTERISTICS

The Police Records Specialist is the journey-level classification providing administrative support in the preparation and maintenance of police records within the Police Department. This classification is distinguished from the Senior Police Records Specialist by the performance of routine and varied duties in records processing. The Senior Records Specialist performs difficult and complex responsibilities that require substantial knowledge of police records processing and records policies and procedures.
SUPERVISION EXERCISED

Receives supervision from the Police Records Supervisor and/or their designee. Exercises no supervision.
ESSENTIAL FUNCTIONS

• Transcribes, types, and otherwise processes a wide variety of police records, reports, and materials, including arrest reports, warrants, citations, crime and traffic reports, fingerprint cards, and vehicle storage and impound forms; operates a variety of automated systems to create or revise computer files.
• Assists department personnel and the public in person and by phone; releases requested reports and related information to the public or to outside agencies in accordance with established regulations; provides general information regarding department policies, procedures, and regulations.
• Operates computer to enter, modify, and retrieve data such as stolen and recovered property, driver's license and vehicle registration information, warrants, and detective supplements; conducts record checks and researches files for requested information.
• Sorts, files, copies, and distributes crime reports, traffic reports, citations, and other records as appropriate; performs file searches to locate missing records; issues permits according to prescribed procedures.
• Accepts bail; receives fees; prepares receipts, standard forms, and records in accordance with established procedures; balances and submits daily cash deposits.
• Performs a variety of general administrative support tasks, including preparing correspondence, bulletins, lists, and standard forms; may sort and distribute mail; may prepare simple reports; may post and tabulate numeric data.
• Respond to, review, and process requests for police records and public records, per department procedures, the Public Records Act, and laws and codes that regulate the release of information.
• Assists in responding to Subpoena Duces Tecum and other court processes regarding the release of information.
• Provides initial training of various tasks for Records Bureau personnel and provides ongoing training as required.
• Assists in providing quality assurance controls and monitoring for various computer data entry and retrieval systems.
• Performs related duties as required.

Qualification Guidelines
QUALIFICATIONS

Education and/or Experience

• Education: HS/GED.
• Experience: One (1) year of general administrative support experience, including tasks in record development and maintenance and in interacting with the public.

Licenses or Certification

• Possession of and ability to maintain a valid Class C California Driver's License and a satisfactory driving record.

Knowledge, Skills, and Abilities

Knowledge

• Office methods and procedures.
• Office machines and equipment.
• Use of computers and applications.

Ability

• Excellent oral and written communication skills.
• Enter data at an acceptable rate.
• Work with diverse people from a variety of cultures and backgrounds.
• Work independently.
• Explain and apply policies and procedures.
• Interpret and apply laws (i.e., Public Records Act), rules, regulations, procedures, and policies.
• Research and locate information.
• Resolve customer service problems effectively and tactfully.
• Write reports and keep accurate records.
• Understand and follow verbal and written directions.

Special Requirements/Physical, Mental, Environmental Conditions
MARGINAL FUNCTIONS

These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability.
Environmental Conditions

• Work is performed primarily in a standard office setting.
• Required to work extended hours, including evenings and weekends, from time to time.

Physical Conditions

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities.
• Grasping, repetitive hand movement, and fine coordination in preparing reports using a computer keyboard.
• Near and far vision in reading written reports and work-related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag, and push files, paper, and documents weighing up to 20 pounds.

Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

RECRUITMENT PROCESS:All applicants are required to submit a complete City application at . Applications must be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application. Applications that are submitted without a resume, or have unanswered supplemental questions, may be deemed incomplete.
Application Screening (Refer/Non-Refer): Online applications will be reviewed for qualifications that are highly desirable and most needed to perform the essential functions of this job. Only those candidates whose applications indicate that they are most qualified will be invited to continue in the recruitment process.
Examination Process (Oral Interview): Candidates will be interviewed and rated by a qualification appraisal panel of subject knowledge experts. Each candidate's rating will be based on responses to a series of structured questions designed to elicit the candidates' qualifications for the job. Only the most successful candidates will be placed on the eligibility list.

As vacancies occur throughout the City of Azusa within this classification, candidates may be referred to the hiring department. In accordance with the , examinations may consist of one or more selection techniques, including but not limited to: Application Evaluation (Qualifying), Written Exam, and/or Panel Oral Interview.
The City of Azusa is an equal opportunity employer that is committed to inclusion and diversity. The City of Azusa does not discriminate on the basis of race, religion, sex (including gender and pregnancy), national origin, ancestry, disability, medical condition, genetic characteristics, marital status, age, or sexual orientation (including homosexuality, bisexuality, transgender or heterosexuality) status in employment or the provision of services. Please be advised that as an employee of the City of Azusa, your job could be modified as part of the City's obligation to reasonably accommodate a disabled employee.

The City is dedicated to making its programs, services and activities accessible to individuals with qualified disabilities . click apply for full job details