Police Records Specialist

Salary Range

4,845.00 - 6,190.00

Job Summary

Do you have a passion for public service in a culturally diverse city? Are you looking for a career where you can make a positive impact on the community where you work, live, and play?

The City of Vancouver is a thriving community dedicated to sustainable growth, creating safe communities, and celebrating our dynamic multicultural landscape. Our high-performance organization is looking for people who are devoted to representing our five guiding core values:

• Livability
• Equity and inclusion
• Innovation
• Sustainability and resilience
• Trust and relationships

If who we are speaks to you, and you’re the type of person who is interested in joining a team responsible for ensuring the safety of the Vancouver community, then the City of Vancouver may be for you.

We’re currently recruiting for a Police Records Specialist Level I. Police Records Specialists are a civilian, non-sworn position within the police department that conducts operations 24 hours per day, 7 days per week. They are required to maintain a high degree of operational proficiency and accuracy with multiple, complex computer systems stemming from local, state and federal agencies. On a daily basis, Police Records Specialists process and maintain police records to include arrest reports, criminal and traffic investigations, and vehicle impounds and releases. They regularly obtain, facilitate, and deliver these records to members of the community and various criminal justice entities. They frequently verify, examine, and submit criminal warrants and protection orders in a time-critical manner while having to research, analyze, and interpret potential legal implications.

Police Records Specialists I assist officers and investigators to search for and obtain necessary information regarding active and ongoing investigations. They interact with members of the public on a daily basis in order to process public disclosure requests and firearm license applications, collect fingerprints for background checks, and assist them with other services, as needed.

This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the OPEIU union.

This is a 24 hour/7 day a week operation. Day, swing and graveyard shifts. Placement on shifts are based on shift bid annually by seniority.

Day Shift: 7:30am - 4:00pm
Swing Shift: 2:30pm - 11:00pm
Graveyard Shift: 10:00pm - 8:30am

Beginning salary will be at the bottom of the range. Prior law enforcement records experience may be considered at a higher step in the range.

We are currently offering a hiring incentive of $1,000 on your first paycheck, $1,500 upon completion of one year of service and $1,500 upon completion of two years of service.

Job Details

Essential Functions:

• Perform accurate data entry into various databases by closely following established processes and procedures to include compliance with the requirements of the state and federal guidelines.           
• Compile, review and interpret sensitive court documents to include arrest warrants and protection orders. These documents are often time sensitive and have a high liability component associated with potential legal and public safety implications if not done correctly and in a timely manner.
• Compile and organize various reports, documents, and forms. Review documents and data with a high degree of accuracy and legal compliance.
• Submit various reports and disseminate them to any number of outside agencies to include, but not limited to, mental health agencies, courts, prosecutors’ office, other police departments, and the Department of Licensing.
• Interpret and follow complex federal, state, and local guidelines and processes.
• Confirm that all ACCESS guidelines are followed, and appropriate files are purged from the appropriate database. This includes warrants, protection orders, license plates and other relevant information
• Process and collect fees for firearm license background checks and public disclosure requests.
• Applies standard and non-standard knowledge of general office practices and functions to use discretion and independent judgment required in selecting and applying the most appropriate guidelines, references, and procedures with minimal supervision.
• Operate standard office equipment to include various video and audio software for the purposes of review.
• Process fingerprints for firearm license and employment background checks.
• Receive and process public disclosure requests. Review all pertinent information to include police reports, traffic accidents, and other documents to ensure that all relevant and legally required redactions are completed prior to release within the required timelines.
• Review criminal histories, police reports and additional documentation as it pertains to concealed pistol and firearm dealer licenses to determine if further review is needed by a supervisor for approval or denial purposes.
• Perform excellent customer service skills over the phone, in person and through other forms of communication.  Perform support to various internal and external departments as well as other local and state agencies to include the citizens of the community.
• Process various high level priority requests that require outstanding organizational and multi-tasking skills.
• Perform other duties and responsibilities as assigned.

Qualifications

Experience and Education

• Two years of related experience entering data and maintaining file systems
• Equivalent to a HS Diploma/GED

*Equivalent combinations of education and experience may be considered.

Computer Skills

• Intermediate Microsoft Office, Outlook, Word, Excel, and Adobe Pro
• Intermediate understanding of software operations

Required Licenses and/or Certifications

Ability to obtain:

• A Central Computerized Enforcement Service System (ACCESS) Level 2 certification within 6 months of employment.

Knowledge

• Basic cashiering methods and practices to include processing of daily deposits     
• Situational problem-solving skills based on the outlined guidelines, processes and procedures
• Legal definitions and terminology
• Police and legal terminology and communication.
• High degree of proficiency in using databases and records management systems, to include but not limited to, ACCESS, FBI CJIS, NCIC, and WACIC.
• Data entry strategies used to support time sensitive law enforcement compliance requirements.
• Proficient data entry and quality control
• Substantial attention to details
• Fingerprinting techniques
• Pertinent federal, state and local laws that pertain to: Public Records Act, possession of firearms, records retention, and various court orders
• Modern office procedures, methods and computer equipment
• Use of personal computers and basic software
• Functions and terminology used by the justice systems

Abilities

• Ability to work varying shifts in a 24-hour operation including day, swing, and graveyard shifts.
• Read, interpret, apply and explain rules, regulations, policies and procedures
• Analyze and interpret requests for records
• Enter data accurately and efficiently into a wide variety of computer programs.
• Organize workload, handle multiple tasks, and follow office procedures.
• Communicate effectively both orally and in writing.
• Operate a personal computer and appropriate software
• Work in a manner consistent with the City of Vancouver’s Operating Principles

• Demonstrate a commitment to valuing differences among people and to being inclusive.
• Show the utmost respect for others, and act as a team player.
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.

Selection Process:

Application Review : Candidates will be evaluated based on the content of their application and those deemed most qualified will be invited to participate in the remainder of the selection process.

Assessment (Pass/Fail): This recruitment may require online assessments which will be job related and may include, but not limited to, the qualifications outlined in the job announcement.

Oral Interview (Pass/Fail based on 70%): Questions will be job related and may include but not limited to, the qualifications outlined in the job announcement. Minimum passing score of 70% is required. The oral board will consist of a three to five member interview panel who will ask the same position-related, pre-established written questions of all candidates. The panelists' evaluations will be combined resulting in candidate interview scores. Those passing with a 70% or higher will be placed on an eligibility list.

Final Interview: As positions become available up to the top three candidates from the eligibility list will be invited to participate in a final selection interview.

This position is subject to successful completion of Vancouver Police comprehensive background investigation, including a credit check. A Vancouver Police Department background investigator will be assigned to conduct a thorough, extensive background check, which includes a polygraph examination.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!

Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.

Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.

Veterans’ Preference: Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 360-487-8417 or email hrfront1@cityofvancouver.us

Job Posting End Date

March 19, 2026