| Location | Chula Vista, CA |
| Salary | $4,366.68–$5,307.73 |
Police Records Specialist
Salary
$4,366.68 - $5,307.73 Monthly
Location
Chula Vista, CA
Job Type
Permanent, Full-Time
Job Number
26016511
Department
Police - Administration Srvcs
Division
Police Support Services
Opening Date
11/03/2026
Closing Date
Continuous
Description and Essential Functions
Position Summary
Under general supervision, the Police Records Specialist provides office support work related to police records and similar law enforcement functions.
Essential Functions
Functions may include, but are not limited to, the following: staff the front counter at the Police Department to assist and provide information to visitors, law enforcement officers, and outside agencies; receive non-emergency calls from the public and provide information regarding the department, programs, policies, and procedures; break, sort, and organize citations and other police documents for the court; review documents for errors or omissions and refer to appropriate issuing officers for correction; maintain records and files of citations, warrants, arrests, crime cases, and related police records; retrieve and make copies of accident, crime and arrest reports; respond to requests for copies of police reports in accordance with established Police Department, Federal, and State policies and procedures for processing and dissemination; code and tally data from police records and reports; prepare periodic statistical reports for management review; provide clerical support for assigned special projects; collect and account for fees charged for licensing, fingerprinting, releasing copies of reports, vehicle impound releases, vehicle repossession releases, parking violations, Visa letters, call tracking, and subpoenas; ensure confidentiality of information is maintained according to applicable laws, rules, regulations, and administrative orders; determine proper authority of callers and release criminal record information to law enforcement and other government agencies; inspect motor vehicles to ensure compliance with mechanical and other citations and then sign to clear the citation; verify current registration and proof of ownership and release impounded vehicles; type correspondence, reports, forms, and other police documents from drafts, notes, dictated tapes, or brief instructions; proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation and spelling; retrieve and release results of laboratory analysis of blood and urine tests in accordance with law enforcement regulations; obtain fingerprints of registrants and non-criminal applicants for various purposes; scan and route documents and assist with maintenance of the Police Departments Laserfiche system; build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service; perform related work as assigned.
Minimum Qualifications
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Two years of general clerical or office specialist experience which has included contact with the public and training equivalent to the completion of the twelfth grade. Some law enforcement office support experience is desirable.
Typing Certificate
A valid typing certificate MUST be attached to your application at the time of submission. Please note that required certificate must reflect the ability to type at a rate of 35 net words per minute or higher and with 5 errors or less. On-line certificates showing the percentage of accuracy or error (example: 85% accuracy or 30% error) are not acceptable. The typing certificate must be issued within one year prior to our receipt of your application. Download a copy of the Typing Certificate Requirements to find locations where you can obtain a typing certificate.
Note: Self-certification using keyboard software or on-line typing certificates will not be accepted.
Knowledge, Skills and Abilities / Physical Demands and Working Conditions
Knowledge, Skills and Abilities
Knowledge of: applicable laws, rules, regulations and administrative orders relating to the maintenance and release of police records; police dispatching codes and terminology; the general criminal justice system and its basic proceedings; office practices and procedures including filing and the operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; basic record keeping principles and procedures; basic data processing principle applications; basic business arithmetic. Ability to: perform detailed clerical work accurately, including filing, organizing, and maintaining office records and files; intermittently review documents related to department operations; observe, identify, and problem solve office operations and procedures; understand, interpret, and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff; make accurate arithmetic calculations; use initiative and sound independent judgment within established guidelines; operate standard office equipment, including computer equipment; prioritize work and coordinate several activities; type at a speed of 35 Net Words Per Minute; obtain clear fingerprints; pass detailed background investigation; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.
Physical Demands and Working Conditions
On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; lift or carry weight of 10 pounds or less.
Additional Information
Recruitment No. 26016511
This recruitment is open until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit a City Application, Supplemental Questionnaire, Typing Certificate as soon as possible. Candidates whose application indicates education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail provided on the applicants employment application.
Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.
Pre-Employment Backgrounds Investigation
Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.
ACE Benefit Summary: Click here.
01
The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.
02
EDUCATION
Which of the following best describes your highest level of education?
03
Which of the following best describes your major field of study?
04
If you responded "Other" to question 3, please specify your major field of study below. If not, please indicate "N/A" below.
05
GENERAL CLERICAL/OFFICE SUPPORT EXPERIENCE
Which of the following best describes your experience in performing clerical and/or office support tasks?
06
Please list ALL employment from the Work Experience section of your application where you had experience performing clerical and/or administrative support tasks.
Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.
A. Name of your employer;
B. Your job title;
C. Length of experience (number of years/months);
D. Type of employment (indicate full-time, part-time, internship, or volunteer); and
E. Brief description of duties you have performed to support this experience.
Note:
Your response should address items A - E above. Failure to answer the question in the format indicated will result in zero credit.
Please do not copy and paste work history or resume information. "See Resume" or responses in a narrative or essay form will result in your application being rejected for lack of information. If you do not have experience, please indicate "no experience" below.
07
This position involves a high level of public contact. Please check each of the following you have a MINIMUM of 1 year of experience performing. (Check all that apply)
08
Describe your customer service and public contact experience. Please list ALL employment from the Work Experience section of your application where you had experience in customer service and public contact.
Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.
A. Name of employer;
B. Your position title;
C. Length of experience (number of years/months);
D. Description of duties that support this experience.
NOTE: Responses that are incomplete, do not address all of the items above, "See Resume" response, or responses in a narrative format will result in your application being rejected for lack of information.
If you do not have experience, please indicate "No Experience" below.
09
CLERICAL/OFFICE SUPPORT EXPERIENCE IN A LAW ENFORCEMENT ENVIRONMENT
Do you have experience performing clerical tasks in a law enforcement environment?
10
If you responded "Yes" to Question 9, please list ALL employment from the Work Experience section of your application where you had experience performing clerical tasks in a law enforcement environment.
Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.
A. Name of your employer;
B. Your job title;
C. Length of experience (number of years/months);
D. Type of employment (indicate full-time, part-time, internship, or volunteer); and
E. Brief description of duties you have performed to support this experience.
Note: Your response should address items A - E above. Failure to answer the question in the format indicated will result in zero credit.
Please do not copy and paste work history or resume information. "See Resume" or responses in a narrative or essay form will result in your application being rejected for lack of information. If you do not have experience, please indicate "no experience" below.
11
KNOWLEDGE OF AND EXPERIENCE IN SOFTWARE APPLICATIONS
Please describe your level of proficiency in the each software applications identified below.
Use the definitions to describe your level of proficiency. Note that the proficiency level you state may be evaluated by the hiring department prior to hire or during your probationary period.
Use the definitions below to describe your proficiency:
Beginner: I require assistance to use this software.
Intermediate: I have used this software independently but not extensively.
Proficient: I use this software as a regular part of my job duties.
Expert: I have trained others so they can use this software or others consult me as an expert for assistance.
A. Microsoft Word
12
B. Microsoft Excel
13
C. Microsoft Outlook
14
TYPING CERTIFICATE REQUIREMENT Do you have a typing certificate of at least 35 net words per minute (errors must be 5 or less) that was obtained from an accredited school/employment agency and issued one year prior to our receipt of your application?
Note: A copy of your typing certificate MUST be submitted at time of application. To provide equal consideration for all applicants, only those who submitted a valid typing certificate will be considered. If you do not have a typing certificate, please do not submit your application until you have obtained one. Your application will be rejected if you do not have a typing certificate.
A list of agencies that may provide typing certificates can be found on the Typing Certificate portion of the Job Announcement. Self-Certification using keyboard software and/or online typing certificates will not be accepted. Additionally, certificates showing only the percentage of accuracy or error (Example: 85% accuracy or 50% of error) will not be accepted.
15
PRE-EMPLOYMENT BACKGROUND INVESTIGATION
Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" link found in the job announcement to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.
I acknowledge that I have read and understood the Pre-Employment Disqualifying Criteria. I understand that if selected, I must undergo a thorough background investigation conducted by the Chula Vista Police Department prior to my appointment. Please select "YES" to acknowledge that you understand these statements.
16
APPLICANTS ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL)
The City of Chula Vistas Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:
Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.
Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.
Required Question
Employer City of Chula Vista
Address 276 Fourth Avenue
Chula Vista, California, 91910
Phone 619-691-5096
Website http://www.chulavistaca.gov