Police Records Specialist

Description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community.

Under immediate supervision, performs a variety of general and specialized clerical duties of moderate difficulty in the central records section of the Police Department.

Essential Functions Include But Are Not Limited To

Processes, types, transcribes, records, files and retrieves a high volume of police-action related data, reports and records involving information of a confidential nature. Provides routine, non-confidential information to citizens at a public counter or over the telephone in accordance with established policies and procedures. Routes inquiries of a difficult, sensitive or confidential nature to appropriate authority. Enters data reports and records into computerized database. Assists in gathering, compiling, tabulating and recording statistical data and preparing related reports. Word processes material from marginal notes, verbal instructions, tapes and rough drafts. May operate teletype equipment to receive and transmit inquiries, records, reports, bulletins and other information. Assists in operations of microfilm equipment. Accepts fees and issues receipts. May perform duties of a higher-level clerical classification in training or relief capacity. Performs other functions as assigned.

Minimum Qualifications

Education and experience equivalent to graduation from high school and one year of clerical experience, which may include employment in a records division in a law enforcement agency; or an equivalent combination of education and experience which provides the desirable knowledge, skills and abilities. Knowledge of : Modern office practices, procedures, systems, equipment and standard clerical techniques involved in filing, typing and proper communication procedures; familiarity with the specialized clerical functions and activities assigned to a law enforcement records center.

Ability to : Word process at a corrected speed of no less than 30 words per minute from clear copy; follow oral and written instructions; learn assigned clerical tasks; adhere to prescribed routines; develop skill in the operations of teletype and microfilm equipment; gather and compile statistical data; perform simple arithmetic computations; write legibly and use correct grammar and spelling; maintain effective relationships with the public, police officers and other fellow employees. Special Requirement
Willingness and ability to work any shift, weekends and holidays.

Bilingual fluency in English and Spanish is highly desirable.

Selection Process

All applicants are required to complete and submit a City application form and supplemental questionnaire Form (SAF) online. Resumes or faxed copies will not be accepted in lieu of the City online application and SAF. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications and answers to the supplemental questionnaire will be thoroughly reviewed by Human Resources staff. The applicants with the most pertinent training, education, and experience will be invited to continue in the selection process, which includes the following:

Performance Examination (Typing Examination) : (Qualifying) will include a typing examination of typing speed. A corrected speed of 30 words per minute is the minimum acceptable typing score. The Human Resources Department may waive the typing test for applicants who have demonstrated the required proficiency in a previous examination for the City of Santa Ana.

Written Examination : (Qualifying)may include questions on clerical methods/office practices, spelling, vocabulary, English usage, reasoning, recognizing figures, and public contact. Written Examination tentative timeline is October 23, 2025 - October 28, 2025.

Oral Interview Examination : (Weight of 100%) will evaluate experience, training and personal qualifications for the position. Interview Examination tentative timeline is November 5, 2025 - November 7, 2025.

Bilingual Oral Fluency Examination : (if applicable)will evaluate the ability to communicate effectively in both English and Spanish. Candidates do not need to pass this examination in order to continue in the selection process. Note: Following the completion of the aforementioned civil service recruitment process, the Police Department will receive the names of candidates eligible for hiring consideration and will contact candidates directly to schedule selection interviews with the Administration Bureau Commander or designee. Candidates selected from the departmental selection interviews will be referred to the background unit for a thorough police background investigation. Contents of the background file and results of the background investigation may also be reviewed by the Police Chief prior to selection. The review of suitability for employment will include a polygraph examination, and a medical examination.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under SEIU)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 10/23/2025 12:00 PM Pacific

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• City of Santa Ana

• 714-647-5340

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