Job Description

Overall Job Objective

Job Title:Police Records Specialist
Closing Date/Time:Wed. 12/23/20 5:05 PM Pacific Time
Salary:$4,553.00 - $5,542.00 Monthly
$54,636.00 - $66,504.00 Annually
Job Type:Regular Full-time
Location: 220 4th Ave. S., Kent, Washington

Have you wanted to pursue a career in the fast-paced environment of the Police department?  Are you someone that is customer-focused and able to successfully handle multiple tasks simultaneously, paying careful attention to details?  Can you remain calm and think quickly under stress? Then the Records Specialist position in the Police department may be just what you're looking for!

The following employment opportunity is for a represented position (AFSCME). The City will establish a ranked eligibility list for this classification that will be in effect for a period of six (6) months, but may be extended upon request of the Police Chief, up to twenty-four months.  

**Please note that you must attach your cover letter and resume to your application in order for your application to be considered complete.  Uploading your resume to auto-fill portions of the application does not automatically attach it to your application.  Incomplete applications will not be considered for this position.  If you experience technical difficulties, please contact our office Monday-Friday, between 8:00 AM- 5:00 PM at (253) 856-5270 and we will do our best to assist you.**

This is a full-time position with benefits that is covered under Civil Service.  This position requires working assignments covering 24 hours per day, 7 days per week, including weekends, and holidays. 

The testing process for this position will include the following: 

Computer-based Assessment    
Passing score of 70% required to proceed with a final weight of 100%. Those applicants that pass the computer-based assessment will be ranked in chronological order on the eligibility list. We are tentatively scheduling this exam for the week of January 11, 2021.  

Polygraph Exam and Extensive Background Investigation                  

Under the direction of a Records Supervisor, incumbent performs a variety of communicative functions, and technical and clerical duties in support of the Kent Police Department.
Work is characterized by a variety of communicative functions and responsible administrative duties in support of the Police Records division.  Duties and responsibilities include, but are not limited to, relaying information in support of the Police Department operations; entering, retrieving and verifying information; disseminating police-related reports and criminal history in compliance with public disclosure laws; calculating and collecting fees; maintaining files; operating word processing equipment; transcription of confidential information.
Work is performed under general supervision.  Supervisor defines objectives, priorities, and deadlines; and assists incumbent with unusual situations that do not have clear objectives or precedents.  Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices.  Work is evaluated for technical soundness and conformity to practice and policy.
All employees in this classification are subject to eight or ten hour varying shifts including weekends and holidays.

REPORTS TO:  Records Supervisor

 Essential Duties and Responsibilities:

Act as communications liaison and perform technical and clerical duties in support of the Kent Police Department operations. Coordinate verbal, written and electronic communication responses to law enforcement personnel, media, and citizens by providing information via telephone, police radio, computer, facsimile or in person, assuring a timely reply to requests for assistance.
Run computer inquiries and enter law enforcement information as appropriate such as 911 and non-emergency calls for service, wanted/missing/violent persons, vehicles, etc., Department of Licensing information to include photos, and relay via radio and computer to Police Officers in the field.
Process concealed pistol licenses and firearm dealer licenses, which may include fingerprinting applicants, scheduling appointments, taking payments, conducting background checks using multiple databases, logging denial/process information, mailing licenses to applicants, and providing license information to Department of Licensing.
Conduct background checks for VIPs volunteers, criminal justice applicants, or vendors.
Provide information to citizens by telephone and in person such as:  location directions, community services activities, and complaints.
Review, verify, prepare for service, and communicate to Police Officers and other law enforcement agencies conditions of Court orders.  Enter Court orders in State computer system.
Enter, clear and retrieve arrest warrants both internally and to other law enforcement agencies to assure timely and appropriate enforcement actions.
Process and disseminate police-related reports and criminal history to citizens and other agencies in compliance with public disclosure laws.
Receive verbal reports of Civil and Criminal violations from the general public. Route information to the proper contacts to include chain of command.
Calculate, collect and receipt fees associated with concealed pistol licenses, fingerprinting, and copies of case reports.
Notify special response units such as: Emergency Response Team (ERT), Hostage Negotiator, Canine Officer, Accident Investigators, Homicide Investigator, Civil Disturbance Unit and Evidence Technician, as directed.
Monitor alarm panel; coordinate appropriate responding agencies for various City departmental alarms including Water, Fire, and requests for assistance.
Establish and maintain files for pistol permits, arrest forms, court orders, warrants, restraining orders, police reports, sexual offenders, missing person reports, gun dealer licenses, phone rolodex and juvenile arrests.
Maintain police logs such as: court orders, citations and infractions, in-custodies, warrants and other logs for regional information systems.
Operate a variety of transcription and dictation equipment: transcribe and type from dictation and hard copy, notes and verbal instructions such as verbatim suspect and witness statements, suicide notes, child abuse reports and confessions, and the ability to transfer such statements to appropriate computer programs and folders.
Fingerprint applicants for citizenship, various licenses, and permit requests.
Enter serial numbers of stolen property, pawned articles and pistols in WACIC State computer system.
Perform quality assurance of all information entered into the Records Management System, ensuring departmental entry standards; National Incident Based Reporting System (NIBRS) coding requirements are met. Enter case reports, supplemental reports and notes under the same standards and coding requirements.
Purge inactive warrants and Court orders from files.
Actively support the vision, mission, values and goals of the department and the City.
May serve as acting Records Supervisor in their absence as assigned.
Other related duties as assigned.

 Knowledge, Skills and Abilities:

  • The City's and department's mission, vision, values and procedures in general and specific procedures and deadlines covering the great variety of paperwork handled in the Records Section
  • Applicable laws, codes, regulations, policies and procedures
  • Modern office practices, procedures and equipment
  • Record keeping procedures
  • Basic mathematics including: adding, subtracting, multiplying and dividing
  • City organization, operations, policies and objectives
  • Interpersonal skills using tact, patience and courtesy
  • Communication and procedures codes used in the Kent Police Department Operations.
  • The role and responsibilities of police officers.

  • Evaluating potentially volatile situations and taking appropriate action
  • Correct English usage, grammar, spelling, punctuation and vocabulary
  • Communicating clearly, orally and in writing, in a courteous, diplomatic manner to exchange information
  • Formatting methods and techniques for a wide variety of word processing documents
  • Accurate data entry
  • Listening and eliciting complete information from others quickly
  • Setting priorities on high volumes of work, perform numerous task assignments simultaneously, coordinate with others to meet strict deadlines

  • Cope with numerous interruptions
  • Work both independently and cooperatively with others
  • Present a positive image of the city's services even when citizens are angry, upset or abusive
  • Remain calm in frustrating or upsetting circumstances
  • Adhere to strict confidentiality requirements
  • Proofread materials for clarity, correctness and compliance with legal standards as appropriate
  • Decipher and transcribe foreign accents, dialects, tapes of poor quality, (telephonic and or of extreme emotion (911)
  • Work under stress and tight deadlines
  • Work in a neat and orderly manner
  • Remember and connect important details
  • Type proficiently (45 WPM)
  • Interpret, apply and explain relevant regulations, policies and procedures

 Education, Experience and Other Requirements:

Graduation from high school or the equivalent, supplemented by some college level course work or training in clerical work or in a police department environment; and


Three (3) year progressively responsible general office experience, including typing, filing and operation of office equipment and dealing effectively with the public.
In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential duties and responsibilities listed above.

  • Washington Crime Information Center (WAClC) Certificate within 1 year of employment.
  • Prefer six months experience in a public safety field.
  • Must successfully complete a background check according to the City of Kent Police Department guidelines.
  • Subject to successful completion of periodic background checks.


Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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