Port of San Diego, CA
Senior Police Records Assistant
Port of San Diego, CA, San Diego, California, United States, 92189
Salary :
$39,255.00 - $58,427.00 Annually Location :
Port of San Diego, CA Job Type:
Full-time Job Number:
FY 23/24 #00233 Department:
Harbor Police & Public Safety Branch Division:
Harbor Police Department Opening Date:
08/21/2025 Closing Date:
9/11/2025 11:59 PM Pacific
Description The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change .
The Harbor Police Department is seeking a Senior Police Records Assistant with a positive work attitude and excellent interpersonal skills to join our team. This position will assist the Records Supervisor and Civilian Manager in oversight of the Records Unit, Public Records Act requests, subpoena processing and other higher-level work within the Records Unit. An ideal candidate should be detail oriented with a background in training, coaching, and developing new staff. This candidate will also possess knowledge of law enforcement records and the National Incident Based Reporting System (NIBRS).
GENERAL PURPOSE
Under general direction, provides lead work direction and participates in performing a variety of duties in the processing, filing and release of police records; processes requests and subpoenas for records and documents in conformance with legal requirements and Harbor Police policies and procedures; processes and issues airport shuttle driver permits; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
A Senior Police Records Assistant provides lead supervision and work direction and participates in processing, filing and release of Harbor Police documents and records. The incumbent handles the more complex requests for release of records and assists in supervising the work of the police records division. Duties require understanding and applying detailed law, regulation, polices and procedures regarding the retention and release of records.
Senior Police Records Assistant is distinguished from Police Records Supervisor in that an incumbent in the latter class has overall responsibility for Harbor Police records management programs, systems and operations. Essential Duties and Responsibilities The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
1. Assists in supervising and monitoring the work of Police Records Assistants; provides input on staff performance, progress and training; provides coaching and guidance for performance improvement and development; assists in training new assistants.
2. Oversees and participates in processing various documents, including daily police and supervisor staffing reports, field interviews, notice to appear citations and corrections, courtesy notices, traffic warnings and parking violations; photocopies and distributes reports to various agencies; prepares and sends notices to obtain missing reports; prepares monthly reports for the Police Records Supervisor.
3. Receives and processes electronic and paper subpoenas and discovery requests by court appearance priority; retrieves police reports and copies and attaches to court requests; notifies officers of court appearance dates and takes necessary steps for cancellations.
4. Participates and assists in evaluating and developing recommendations for enhancements to the District's records management programs, systems and procedures.
OTHER DUTIES
1. Attends to a variety of office administrative details; files and faxes documents; sorts and distributes mail.
2. Researches complex and unusual inquiries for District staff and outside agencies.
3. Processes petty cash reimbursements.
Qualifications Knowledge of:
1. Principles, practices, methods and techniques of records management.
2. Practices, procedures, systems, equipment and techniques involved in classifying, indexing, processing, filing, retrieving and controlling police records and documents.
3. Federal, state and local laws and regulations pertaining to the dissemination of police records and reports.
4. Federal, state and local computerized police records management systems utilized by the Harbor Police.
5. Information storage and retrieval systems.
6. Standard office practices, procedures and equipment.
7. Correct English usage, including spelling, grammar and punctuation. Ability to:
1. Operate a personal computer and other standard office equipment.
2. Organize work, set priorities and provide support to meet records management needs.
3. Understand, interpret, apply and explain relevant Port, state and federal laws, regulations and policies.
4. Exercise sound expert, independent judgment within policy and procedure requirements.
5. Classify, index, process, file and retrieve a wide variety of materials under a comprehensive police records management system.
6. Prepare clear and accurate reports and other written correspondence.
7. Communicate effectively orally and in writing.
8. Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
9. Establish and maintain effective working relationships with managers, supervisors, officers, customers, the public and others encountered in the course of work.
MINIMUM REQUIREMENTS
Education, Training and Experience:
Graduation from high school or G.E.D. equivalent; and three years of increasingly responsible administrative experience in police records management. Time served as a District Intern counts towards the years of experience.
Licenses; Certificates; Special Requirements:
Certain assignments may require a valid driver's license and the ability to maintain insurability under the District's vehicle insurance program.
If assigned to perform work at any of the District's Harbor Police facilities you must be able to pass a background investigation that includes, but is not limited to a polygraph examination.
Recruitment Information The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible. Only qualified applicants who pass the minimum qualifications review, will be invited to the assessment process which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application. Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Passing score is 70% out of 100% on each assessment section.
THE INITIAL ASSESSMENT (40%) AND APPRAISAL PANEL (60%) ARE TENTATIVELY SCHEDULED FOR WEDNESDAY, SEPTEMBER 24, 2025 AND TUESDAY, OCTOBER 14, 2025.
To move forward in the application process, you must complete an online application through our website If applicable, please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.
Placement on Eligible List: The Department of Human Resources may limit the number of qualified applicants eligible to participate in the assessment process. Candidates who are successful in all phases of the assessment process will be placed on an eligible list. The eligible list established by this recruitment will be active for a minimum of ninety (90) days or up to one (1) year, unless otherwise determined by the Director pursuant to Rule 8, Section 4. EQUAL EMPLOYMENT OPPORTUNITY The District firmly believes in, and is committed to, the principles and practices of equal employment opportunity and nondiscrimination. It is the policy of the District to recruit, hire, train, and promote persons in all job classifications without regard to age (40 and above), ancestry, color, disability (mental or physical), gender (including identity, appearance, or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with the person's sex at birth), marital status, medical condition, military status, national origin, pregnancy, race, religion, sexual orientation, genetic information, or veteran status.
PHYSICAL AND MENTAL DEMANDS
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.
Resolution #: 2014 - 130 Dated: June 10, 2014 01
What is your highest level of education?
Less than a High School Diploma High School Diploma or GED Associate's Degree Bachelor's Degree or higher
02
How many years of increasingly responsible administrative experience do you have in police records management?
Less than two years Two years Three years Four years or more
03
Do you possess a valid California P.O.S.T. Records Clerk certificate?
Yes No
04
Do you have experience working with systems such as ARJIS and SDLaw?
Yes No
05
Do you have experience working with electronic records management and evidence management systems?
Yes No
Required Question
$39,255.00 - $58,427.00 Annually Location :
Port of San Diego, CA Job Type:
Full-time Job Number:
FY 23/24 #00233 Department:
Harbor Police & Public Safety Branch Division:
Harbor Police Department Opening Date:
08/21/2025 Closing Date:
9/11/2025 11:59 PM Pacific
Description The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change .
The Harbor Police Department is seeking a Senior Police Records Assistant with a positive work attitude and excellent interpersonal skills to join our team. This position will assist the Records Supervisor and Civilian Manager in oversight of the Records Unit, Public Records Act requests, subpoena processing and other higher-level work within the Records Unit. An ideal candidate should be detail oriented with a background in training, coaching, and developing new staff. This candidate will also possess knowledge of law enforcement records and the National Incident Based Reporting System (NIBRS).
GENERAL PURPOSE
Under general direction, provides lead work direction and participates in performing a variety of duties in the processing, filing and release of police records; processes requests and subpoenas for records and documents in conformance with legal requirements and Harbor Police policies and procedures; processes and issues airport shuttle driver permits; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
A Senior Police Records Assistant provides lead supervision and work direction and participates in processing, filing and release of Harbor Police documents and records. The incumbent handles the more complex requests for release of records and assists in supervising the work of the police records division. Duties require understanding and applying detailed law, regulation, polices and procedures regarding the retention and release of records.
Senior Police Records Assistant is distinguished from Police Records Supervisor in that an incumbent in the latter class has overall responsibility for Harbor Police records management programs, systems and operations. Essential Duties and Responsibilities The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
1. Assists in supervising and monitoring the work of Police Records Assistants; provides input on staff performance, progress and training; provides coaching and guidance for performance improvement and development; assists in training new assistants.
2. Oversees and participates in processing various documents, including daily police and supervisor staffing reports, field interviews, notice to appear citations and corrections, courtesy notices, traffic warnings and parking violations; photocopies and distributes reports to various agencies; prepares and sends notices to obtain missing reports; prepares monthly reports for the Police Records Supervisor.
3. Receives and processes electronic and paper subpoenas and discovery requests by court appearance priority; retrieves police reports and copies and attaches to court requests; notifies officers of court appearance dates and takes necessary steps for cancellations.
4. Participates and assists in evaluating and developing recommendations for enhancements to the District's records management programs, systems and procedures.
OTHER DUTIES
1. Attends to a variety of office administrative details; files and faxes documents; sorts and distributes mail.
2. Researches complex and unusual inquiries for District staff and outside agencies.
3. Processes petty cash reimbursements.
Qualifications Knowledge of:
1. Principles, practices, methods and techniques of records management.
2. Practices, procedures, systems, equipment and techniques involved in classifying, indexing, processing, filing, retrieving and controlling police records and documents.
3. Federal, state and local laws and regulations pertaining to the dissemination of police records and reports.
4. Federal, state and local computerized police records management systems utilized by the Harbor Police.
5. Information storage and retrieval systems.
6. Standard office practices, procedures and equipment.
7. Correct English usage, including spelling, grammar and punctuation. Ability to:
1. Operate a personal computer and other standard office equipment.
2. Organize work, set priorities and provide support to meet records management needs.
3. Understand, interpret, apply and explain relevant Port, state and federal laws, regulations and policies.
4. Exercise sound expert, independent judgment within policy and procedure requirements.
5. Classify, index, process, file and retrieve a wide variety of materials under a comprehensive police records management system.
6. Prepare clear and accurate reports and other written correspondence.
7. Communicate effectively orally and in writing.
8. Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
9. Establish and maintain effective working relationships with managers, supervisors, officers, customers, the public and others encountered in the course of work.
MINIMUM REQUIREMENTS
Education, Training and Experience:
Graduation from high school or G.E.D. equivalent; and three years of increasingly responsible administrative experience in police records management. Time served as a District Intern counts towards the years of experience.
Licenses; Certificates; Special Requirements:
Certain assignments may require a valid driver's license and the ability to maintain insurability under the District's vehicle insurance program.
If assigned to perform work at any of the District's Harbor Police facilities you must be able to pass a background investigation that includes, but is not limited to a polygraph examination.
Recruitment Information The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible. Only qualified applicants who pass the minimum qualifications review, will be invited to the assessment process which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application. Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Passing score is 70% out of 100% on each assessment section.
THE INITIAL ASSESSMENT (40%) AND APPRAISAL PANEL (60%) ARE TENTATIVELY SCHEDULED FOR WEDNESDAY, SEPTEMBER 24, 2025 AND TUESDAY, OCTOBER 14, 2025.
To move forward in the application process, you must complete an online application through our website If applicable, please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.
Placement on Eligible List: The Department of Human Resources may limit the number of qualified applicants eligible to participate in the assessment process. Candidates who are successful in all phases of the assessment process will be placed on an eligible list. The eligible list established by this recruitment will be active for a minimum of ninety (90) days or up to one (1) year, unless otherwise determined by the Director pursuant to Rule 8, Section 4. EQUAL EMPLOYMENT OPPORTUNITY The District firmly believes in, and is committed to, the principles and practices of equal employment opportunity and nondiscrimination. It is the policy of the District to recruit, hire, train, and promote persons in all job classifications without regard to age (40 and above), ancestry, color, disability (mental or physical), gender (including identity, appearance, or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with the person's sex at birth), marital status, medical condition, military status, national origin, pregnancy, race, religion, sexual orientation, genetic information, or veteran status.
PHYSICAL AND MENTAL DEMANDS
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.
Resolution #: 2014 - 130 Dated: June 10, 2014 01
What is your highest level of education?
Less than a High School Diploma High School Diploma or GED Associate's Degree Bachelor's Degree or higher
02
How many years of increasingly responsible administrative experience do you have in police records management?
Less than two years Two years Three years Four years or more
03
Do you possess a valid California P.O.S.T. Records Clerk certificate?
Yes No
04
Do you have experience working with systems such as ARJIS and SDLaw?
Yes No
05
Do you have experience working with electronic records management and evidence management systems?
Yes No
Required Question