City of Chula Vista, CA
Senior Police Records Specialist
City of Chula Vista, CA, Chula Vista, California, United States, 91911
Salary:
$4,782.55 - $5,813.21 Monthly Location :
Chula Vista, CA Job Type:
Permanent, Full-Time Job Number:
25013507 Department:
Police - Administration Srvcs Opening Date:
07/24/2025 Closing Date:
Continuous
Description and Essential Functions To provide lead direction and perform office support work related to police records and similar law enforcement functions; to train and review the work of others; and perform related work.
Distinguishing Characteristics
This is the advanced-journey/lead level class in the Police Records Specialist series. Employees within this class are distinguished from the Police Records Specialist by the performance of the full range of duties as assigned including technical or functional supervision of assigned staff. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Supervision Received and Exercised
Receives direction from an assigned supervisor. Exercises technical and functional supervision over assigned staff. Essential Functions
Functions may include, but are not limited to, the following: provide lead role performing office support work related to police records and similar law enforcement functions; lead, assign, train and review the work of assigned staff; train other support staff in performing office support work related to police records and similar law enforcement functions; staff the front counter at the Police Department and assists the public, law enforcement officers and others with relevant police business; provide information to visitors, outside agencies, and staff at the front counter that requires the use of judgment and the interpretation of policies, rules and procedures; receive non-emergency calls from the public; provide information on department, programs and 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, arrest, 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; collect and account for fees charged for licensing, fingerprinting, releasing copies of reports, vehicle impound releases, vehicle repossessions releases, parking violations, Visa Letters, call tracking, subpoenas, etc.; provide clerical support for assigned special projects; ensure confidentiality of information is maintained according to applicable laws, rules, regulations and administrative orders; determine proper authority of callers and releases criminal record information to law enforcement and other government agencies; inspect motor vehicle 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 Department's 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 law enforcement office support experience which has included contact with the public and training equivalent to the completion of the twelfth grade. Typing Certificate (Required at Time of Application) Certification of ability to type at a net rate of
35
net words per minute or higher and with 5 errors or less
is required at time of application. The typing certificate must be issued within one year prior to our receipt of your application and
must be attached to your application.
Applications received without a typing certificate will be immediately disqualified. Please note that self-certification using keyboard software and/or online typing certificates
will not
be accepted
(example: 85% accuracy or 30% error)
Click HERE to obtain additional information regarding the typing certificate requirements and locations where you can obtain a typing certificate.
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: Oversee, coordinate and 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.
25013507 To be considered, applicants must submit a completed City Application. This recruitment is open until filled or a sufficient number of applications are received and may close at any time without prior notice. Candidates whose applications indicate 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 applicant's 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 Background Investigation Unless already employed by the Chula Vista Police Department, 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 below 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 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.
I have read and acknowledge the instructions stated above.
02
EDUCATION Which of the following best describes your highest level of education completed?
Bachelor's degree or higher Associate's degree Some college but no degree High School / GED 03
Please specify your major field of study. If you do not have a major field of study, please indicate "N/A" below. 04
LAW ENFORCEMENT RECORDS EXPERIENCE Which of the following best describes your experience in performing office support work and records related duties in a law enforcement environment?
Note: Experience in a law enforcement environment refers to any local, state or federal agency involved in the prevention of and protection from events that could endanger the safety of the general public.
Five or more years of experience At least three years but less than five years of experience Less than three years of experience No experience 05
Please list ALL employment from the Work Experience section of your application where you had experience in performing law enforcement records experience. 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. Type of employment (indicate full-time or part-time); and E. Brief description of duties that support this experience.
NOTE:
Responses that are incomplete, do not address all of the items above, indicate "See Resume", or respond 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.
06
TYPING CERTIFICATE REQUIREMENT Do you have a typing certificate of at least
35 net words per minute or higher and with 5 errors or less
that was obtained from an accredited school/employment agency and issued one year prior to our receipt of your application? 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, and you may not submit a typing certificate after the application has been rejected. The Chula Vista Public Library now offers typing certificates at the Civic Center Library located at 365 F Street, Chula Vista 91910. The Civic Center Branch hours of operation are M-Th 10-8, Fri-Sat 10-5, and Sunday 1-5. A list of other agencies that may provide typing certificates can be found on the Typing Certification portion of the Job Announcement. Self-Certification using keyboard software and/or online typing certificates
will not be accepted
(ex: 85% accuracy or 30% of error).
Yes: A typing certificate dated within the past twelve months, demonstrating the ability to type at least 35 nwpm, is attached to my application. No: I understand by not submitting a typing certificate that meets the requirements by the close of this job posting, my application will be immediately disqualified. N/A: I am currently a classified employee of the City of Chula Vista who holds a position which required a typing certificate that meets or exceeds the nwpm of this position. 07
PRE-EMPLOYMENT BACKGROUND INVESTIGATION Unless already employed by the Chula Vista Police Department, successful candidates must undergo a thorough background investigation. There are certain types of conducts 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.
Yes, I acknowledge that I have read, understand, and agree to the above.
08
APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Chula Vista's 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:
1. 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.
2. 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.
I acknowledge that I have read, understand, and agree to the above.
Required Question
$4,782.55 - $5,813.21 Monthly Location :
Chula Vista, CA Job Type:
Permanent, Full-Time Job Number:
25013507 Department:
Police - Administration Srvcs Opening Date:
07/24/2025 Closing Date:
Continuous
Description and Essential Functions To provide lead direction and perform office support work related to police records and similar law enforcement functions; to train and review the work of others; and perform related work.
Distinguishing Characteristics
This is the advanced-journey/lead level class in the Police Records Specialist series. Employees within this class are distinguished from the Police Records Specialist by the performance of the full range of duties as assigned including technical or functional supervision of assigned staff. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Supervision Received and Exercised
Receives direction from an assigned supervisor. Exercises technical and functional supervision over assigned staff. Essential Functions
Functions may include, but are not limited to, the following: provide lead role performing office support work related to police records and similar law enforcement functions; lead, assign, train and review the work of assigned staff; train other support staff in performing office support work related to police records and similar law enforcement functions; staff the front counter at the Police Department and assists the public, law enforcement officers and others with relevant police business; provide information to visitors, outside agencies, and staff at the front counter that requires the use of judgment and the interpretation of policies, rules and procedures; receive non-emergency calls from the public; provide information on department, programs and 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, arrest, 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; collect and account for fees charged for licensing, fingerprinting, releasing copies of reports, vehicle impound releases, vehicle repossessions releases, parking violations, Visa Letters, call tracking, subpoenas, etc.; provide clerical support for assigned special projects; ensure confidentiality of information is maintained according to applicable laws, rules, regulations and administrative orders; determine proper authority of callers and releases criminal record information to law enforcement and other government agencies; inspect motor vehicle 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 Department's 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 law enforcement office support experience which has included contact with the public and training equivalent to the completion of the twelfth grade. Typing Certificate (Required at Time of Application) Certification of ability to type at a net rate of
35
net words per minute or higher and with 5 errors or less
is required at time of application. The typing certificate must be issued within one year prior to our receipt of your application and
must be attached to your application.
Applications received without a typing certificate will be immediately disqualified. Please note that self-certification using keyboard software and/or online typing certificates
will not
be accepted
(example: 85% accuracy or 30% error)
Click HERE to obtain additional information regarding the typing certificate requirements and locations where you can obtain a typing certificate.
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: Oversee, coordinate and 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.
25013507 To be considered, applicants must submit a completed City Application. This recruitment is open until filled or a sufficient number of applications are received and may close at any time without prior notice. Candidates whose applications indicate 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 applicant's 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 Background Investigation Unless already employed by the Chula Vista Police Department, 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 below 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 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.
I have read and acknowledge the instructions stated above.
02
EDUCATION Which of the following best describes your highest level of education completed?
Bachelor's degree or higher Associate's degree Some college but no degree High School / GED 03
Please specify your major field of study. If you do not have a major field of study, please indicate "N/A" below. 04
LAW ENFORCEMENT RECORDS EXPERIENCE Which of the following best describes your experience in performing office support work and records related duties in a law enforcement environment?
Note: Experience in a law enforcement environment refers to any local, state or federal agency involved in the prevention of and protection from events that could endanger the safety of the general public.
Five or more years of experience At least three years but less than five years of experience Less than three years of experience No experience 05
Please list ALL employment from the Work Experience section of your application where you had experience in performing law enforcement records experience. 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. Type of employment (indicate full-time or part-time); and E. Brief description of duties that support this experience.
NOTE:
Responses that are incomplete, do not address all of the items above, indicate "See Resume", or respond 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.
06
TYPING CERTIFICATE REQUIREMENT Do you have a typing certificate of at least
35 net words per minute or higher and with 5 errors or less
that was obtained from an accredited school/employment agency and issued one year prior to our receipt of your application? 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, and you may not submit a typing certificate after the application has been rejected. The Chula Vista Public Library now offers typing certificates at the Civic Center Library located at 365 F Street, Chula Vista 91910. The Civic Center Branch hours of operation are M-Th 10-8, Fri-Sat 10-5, and Sunday 1-5. A list of other agencies that may provide typing certificates can be found on the Typing Certification portion of the Job Announcement. Self-Certification using keyboard software and/or online typing certificates
will not be accepted
(ex: 85% accuracy or 30% of error).
Yes: A typing certificate dated within the past twelve months, demonstrating the ability to type at least 35 nwpm, is attached to my application. No: I understand by not submitting a typing certificate that meets the requirements by the close of this job posting, my application will be immediately disqualified. N/A: I am currently a classified employee of the City of Chula Vista who holds a position which required a typing certificate that meets or exceeds the nwpm of this position. 07
PRE-EMPLOYMENT BACKGROUND INVESTIGATION Unless already employed by the Chula Vista Police Department, successful candidates must undergo a thorough background investigation. There are certain types of conducts 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.
Yes, I acknowledge that I have read, understand, and agree to the above.
08
APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Chula Vista's 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:
1. 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.
2. 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.
I acknowledge that I have read, understand, and agree to the above.
Required Question