Police Records Specialist

Salary:

$45,581.04 - $71,159.04 Annually
Location :

City of Spokane, WA
Job Type:

Full-Time
Job Number:

016-2025
Department:

Police
Opening Date:

03/03/2025
Closing Date:

4/28/2025 4:00 PM Pacific

CLASS SUMMARY

Performs difficult specialized records management work providing information and records maintenance functions in the Records section of the Police Department.
EXAMPLES OF JOB FUNCTIONS
This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.
Provides records management for multiple law enforcement agencies and criminal justice agencies throughout Spokane County. Receives counter, fax, and telephone inquiries from internal customers and external law enforcement agencies, answers questions of a general and law enforcement nature, and refers individuals to appropriate sources of information.
Employees are assigned multiple distinct functions within one of the primary work groups including criminal records, domestic violence orders and public window.
Criminal records: Reviews, verifies, and processes reports, warrants, requests, teletypes, and faxes. Enters, updates, and corrects multiple databases as required. Reports processed include, but are not limited to, runaway/missing person reports, stolen vehicle recoveries, warrants, offender based tracking systems, and ineligibility to possess a firearm. Receives, sorts, reviews, scans, indexes, makes copies, corrects, and disseminates documents as required by applicable laws, policies, and procedures.
Domestic violence orders: Reviews, verifies, and processes court orders, enters information into databases, and updates databases as the court orders are served or status is changed. Works closely with court staff to review court orders and makes requests for any corrections when needed. Court orders may include criminal no-contact orders and a variety of civil protection orders including but not limited to domestic violence protection orders, anti-harassment orders, extreme risk protection orders, and restraining orders.
Public window: Reviews applications for gun licenses and conducts criminal background checks for concealed pistol licenses, gun transfers, and firearm dealers. Generates paperwork and submits requests to outside agencies (DOL etc.). Interacts with customers in person, by phone, and by email. Performs cash transaction duties handling funds, change, receipts, reconciliation, deposits, and disbursements.
Performs related work as required.
MINIMUM QUALIFICATIONS
NOTE:

Before applying, please review disqualifiers and the Spokane Police Department Hiring Standards

Open-Entry Requirements:
(Open-entry applicants must meet all requirements when they apply.)

Education: High school diploma or equivalent;

AND
Experience: Two years of clerical office work experience with primary duties in data entry or administrative tasks.
Substitution: One year of business or clerical education above the high school level may substitute for one year of the experience requirement. An associate degree or higher from an accredited college or university in business, communications, social science, criminal justice, or a closely related field may substitute for the two-year experience requirement.
Typing: Must be able to type at the rate of 200 keystrokes (40 words) per minute.
All applicants MUST submit a Personal History Statement (PHS) form along with the online employment application in order to be considered.

This documentation will be used to conduct a background investigation. It is a

MANDATORY MINIMUM REQUIREMENT

to complete the Personal History Statement.

Download the PHS form at the following link:

Personal History Statement
You may attach the completed PHS form to your online application or e-mail it to

civilservice@spokanecity.org
NOTE : Applicants are required to submit to a polygraph examination, fingerprint, and background investigation prior to appointment and obtain ACCESS II certification within the probationary period.
EXAMINATION DETAILS

For information on what to expect with the hiring process, a test information guide, and frequently asked questions, please visit our

Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire.

Qualified applicants are encouraged to apply immediately. All applicants must complete and submit a City of Spokane employment application online by 4:00 p.m. on the filing cut-off date.

Upon request, at time of application, City of Spokane will provide alternative accessible tests to individuals with disabilities that impair manual, sensory or speaking skills needed to take the test, unless the test is intended to measure those skills.
The examination will consist of skill simulation tests, with weights assigned as follows:

Skill Simulations 100%
EXAMINATION DETAILS:
This is an online examination and will require a computer.

If you do not have access to a computer, please notify Civil Service so that one may be provided.

Reservations can also be made through your local, public library.

Examination links with instructions will be emailed from City of Spokane (info@governmentjobs.com). Once you receive the test link, the testing window is Thursday, 12:00 AM, to the following Monday at 11:59PM.
NOTE: You may begin the exam at any time during the test period; however, once you begin, you will have 2 hours to complete the examination. You may take the exam only once

during the open recruitment period.

The examination may include such subjects as:

Clerical Skills
Computer Skills
Communication Skills
Attention to Detail

Additional examinations shall be administered as applications are received with results merged into one eligible list according to final ratings, pursuant to the Merit System Rules of the Civil Service Commission: Rule IV, Section 13 - Continuous Examinations.

We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status or disability status. As a Fair Chance employer, City of Spokane does not conduct initial background screening for non-public safety positions.
BENEFIT COMPENSATION VALUE

In addition to a salary, The City of Spokane provides a generous benefits package valued between $24,902 - $34,218.

INSURANCE BENEFITS

Eligibility:

Coverage begins for new hires and their dependents on the first day of the month following 30 consecutive days of employment.

Eligible Dependents:

Spouse or Domestic Partner, birth, adopted children or children placed for adoption, Domestic Partner's children, step-children who live with employee, and any child for whom employee is legal guardian or for whom coverage is required by a Qualified Medical Support Order. Adult children under age 26 are eligible.

Medical
Qualified employees may select from two health carrier options; a Health Maintenance Organization (HMO) administered by Kaiser Permanente or a Preferred Provider Option (PPO) administered by Premera Blue Cross. The monthly premium varies dependent upon plan and coverage level selected.

Vision
Vision coverage is included in the medical plan selected. Costs for eye exams and hardware; lenses, frames or contacts varies depending on the medical plan selected.

Dental
Dental insurance is provided by Delta Dental of Washington. The City pays the monthly premium in full for employee and eligible dependents.

Life Insurance - Employee Only
Basic Term Life Insurance is provided at one-and-a-half times the employee's annual base salary to a maximum of $150,000. The City pays the monthly premium in full.

Life Insurance - Eligible Dependent(s)
Basic Term Life Insurance is provided at $5,000 for spouse/domestic partner and $2,000 for each child. The City pays the monthly premium in full.

Flexible Spending Account
The City offers two optional Flexible Spending Accounts (FSA) - Health Care FSA and Dependent Care FSA. The Health Care FSA allows an employee to use pre-tax dollars to receive reimbursement for eligible medical, dental, and vision expenses. The Dependent Care FSA allows an employee to receive reimbursement for eligible daycare expenses for dependent children up to age 13 and other eligible dependents as defined by IRS Code.
AFLAC
Supplemental insurance is optional and is provided by AFLAC to help pay benefits that major medical insurance does not cover. The employee pays 100% of the monthly premium.

AudioNet Hearing Aid Benefit
AudioNet Hearing Aid Benefit is optional. The City of Spokane has partnered with AudioNet America to offer a discounted Hearing Aid Program with fixed out-of-pocket costs.

LegalShield/ID Shield
Prepaid legal services and/or prepaid identity theft programs are optional. These programs pay for a limited number of documents to be reviewed, limited trial defense representation, the preparation of a standard will, identity theft consultation, restoration and monitoring according to terms of contract.

Pet Insurance
Get cash back on the everyday care your pet needs to stay healthy Nationwide/Voluntary Pet Insurance is an optional plan in which City of Spokane Employees can enroll.

Voluntary Term Life Insurance
Voluntary Term Life Insurance is optional and is provided through The Standard Insurance Company and is subject to application review and approval. Additional coverage up to $300,000 is available for employees and their spouse/domestic partner. Dependent children can be insured for up to $10,000 each. The employee pays 100% of the monthly premium.

Continued Medical/Dental Insurance
Employees separating from City service have the option to continue medical and/or dental insurance benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA). The employee pays 100% of the monthly premium in addition to a small monthly administrative fee.

RETIREMENT BENEFITS

Spokane Employees' Retirement System
The Spokane Employees' Retirement System (SERS) is a defined benefit pension plan covering non-uniformed, permanent employees. As a participant, you contribute 11% of your salary toward your retirement. Contributions and earnings are tax-deferred. The City also contributes 11% of your salary toward your retirement. Employees hired on or after January 1, 2015 become vested (eligible for a monthly benefit at retirement age) at seven years of service.

Deferred Compensation
Enrollment in the City-sponsored 457 Deferred Compensation Plan administered by MissionSquare Retirement allows participants, on a voluntary basis, to defer a portion of their salary on a before or after tax basis. Contributions and associated earnings contributed on a before tax basis are eligible to receive City matching contributions and are tax deferred (not taxed until taken out). You can also choose to participate in the 457 Roth (after tax) contribution option. You may enroll in the 457 plan or change your contribution at any time. Minimum contribution is $15 per paycheck up to and is subject to the IRS annual limitations. The City will match employee contributions up to $120/month.
PAID TIME OFF

Official Holidays
The City observes seven official holidays as paid. An official holiday that falls on a Saturday will be observed on the preceding Friday. An official holiday that falls on a Sunday will be observed on the Monday immediately following. The City observes Martin Luther King Jr's birthday but has not declared that day as an official holiday. For this reason, employees hired before the third Monday of January receive an additional eight hours of floating holiday time to be used in accordance with Local 270 Collective Bargaining Agreement provisions.

Floating (Personal) Holidays
Up to 48 hours administered throughout the year. Floating holiday hours may not be carried over into the next year and any unused hours will not be paid at termination.

Vacation Leave
Employees must be in paid status for 80% of that pay period to accrue vacation leave. The amount of vacation earned depends on the employee's length of service - from 12 days per year for a new employee to 27 days per year after 20 years of employment. Unused vacation hours carry over each year.

Sick Leave
Sick leave accrues at a rate of six (6) hours per biweekly pay period. Employees must be in paid status for 80% of that pay period to accrue sick leave. There is no maximum accumulation and unused sick leave hours carry over each year.

Other Leaves
The City also provides several other paid and unpaid leaves, such as: bereavement leave, Family and Medical Leave, maternity leave, jury duty, and military duty leave.
WORK/LIFE PROGRAMS

Employee Assistance Program
The Employee Assistance Program (EAP) is a referral and counseling service administered by Deer Oaks. It provides a myriad of services to employees and their household members. Services include receiving confidential assistance for personal issues, such as managing stress, depression, parenting, alcohol/drugs, grief, etc. Each household member is eligible to receive up to eight counseling sessions per issue per year at no charge. There is also a benefit relating financial or legal concerns in addition to Worklife/Convenience services and online tools.

Employer Sponsored Bus Pass (ESBP) Program
The City of Spokane encourages employees to use alternatives to driving alone to work and participates in the ESBP Program offered by Spokane Transit Authority (STA). The program provides a bus pass for unlimited rides free of charge.

Revised March 15, 2022
01

You must submit a Personal History Statement (PHS) form along with your application in order to be considered. It is a MANDATORY MINIMUM REQUIREMENT to complete the Personal History Statement. Download and complete the Personal History Statement (PHS) at the following link:Have you attached your Personal History Statement to this application or emailed it to civilservice@spokanecity.org?

Yes
No

02

Can you type a minimum of 40 words per minute (WPM)?

Yes
No

03

The Spokane Police Records workgroup operates 24 hours a day, every day of the year, including weekends and holidays. The 24/7 schedule consists of three shifts: day/swing/graveyard. New employees will be low on the SPD seniority list and are traditionally placed on a graveyard shift. The new employee will remain on the graveyard shift until they are able to bid onto a more desirable day or swing shift.

Yes, I can work on the graveyard shift until I am able to bid for a day or swing shift opportunity.
No, I am unable to work on the graveyard shift, so I acknowledge that I will be unable to proceed with the interview process.

04

How many years of clerical office work experience do you have, with primary duties in data entry or administrative tasks?

Less than 1 year
At least 1 year, but less than 2 years
At least 2 years

05

At which job(s) did you gain the work experience claimed in the previous question? Please ensure relevant jobs are listed in the work history section of your application.
06

What is your highest level of education?

High school graduate, GED, or equivalent
Some college (no degree)
2-year college degree (Associate or similar)
4-year college degree (Bachelor or similar)
Graduate-level degree (Master, doctorate, etc.)
Other
None

07

If you are using the education substitution to meet the minimum qualifications, unofficial transcripts are required. Have you attached your transcripts?

Yes
No

Required Question

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