Records Specialist

Description

Come join a team dedicated to making a positive impact in our community, where the well-being of our residents is always our top priority. We offer flexible scheduling options (based on position) and foster professional growth through comprehensive training programs and learning opportunities. Shape your future in a career that empowers you to make a difference and thrive in a collaborative, purpose-driven environment.

Position Summary

Under the direction of the Records Supervisor, this employee performs clerical and technical duties involving the creation, maintenance, and secure release of law enforcement records. This position ensures the accuracy, accessibility, and confidentiality of records, providing critical support to both sworn personnel and the public while maintaining compliance with legal requirements and timely processing of reports, requests, and data related to police operations.  

Starting Pay: $20.40 per hour

FLSA Status: Non-Exempt

Schedule: 4 x 10-hour shifts per week, Monday - Thursday

Benefits: Full Benefits; health, dental, vision, and life insurance, paid time off, paid holidays, paid parental leave

Retirement: Utah Retirement Systems, Pension and/or 401(k)

Posting Close Date: May close any time after August 19th, 2026

Hiring Process

Due to the nature of this position working at the Police Department, this is generally a 3-month process.

• Application
• Background Check Packets
• First Review of Background
• Phone Screening (may be omitted)
• Preliminary Panel Interview
• Full Background Investigation
• Command Staff Panel Interview
• Conditional Offer of Employment
• Pre-employment Drug Screening and Motor Vehicle Record
• Final Offer

Essential Duties and Responsibilities

• Receive, review, and process police reports, citations, arrest records, and related documents for accuracy and completeness. 
• Enter, update, and retrieve data in records management systems (RMS) and other law enforcement databases. 
• Respond promptly to public, attorney, and interdepartmental requests for records in compliance with public records laws, confidentiality rules, UCJIS regulations, and department policies. Collect and process payments received from insurance companies and the public.
• Maintain and organize physical and electronic files, ensuring proper retention and security of sensitive information. 
• Assist sworn personnel by providing report copies, case status information, and administrative support. 
• Perform quality control checks to ensure data accuracy and compliance with state and federal regulations. 
• Handle sensitive and confidential information with discretion and professionalism. 
• Provide customer service in the police department lobby in person, by phone or electronically, as assigned. 
• Operate standard office equipment including multiple computer programs, copiers, scanners, and printers. Index electronic records in accordance with department policies, retention schedules, and legal requirements. 
• Use of Microsoft Office applications (Word, Excel, Outlook and related systems) to create documents, track requests, maintain logs, and communicate information. 
• Willingness to work overtime to meet workload requirements of the department when necessary. May require shift work to include weekends. 
• Maintain confidentiality regarding police reports, UCJIS information and all other police matters deemed confidential.

Advancement Requirements

Movement from Records Specialist I to Records Specialist II is based upon demonstrated proficiency and competency in assigned duties, successful job performance, and the ability to perform more complex records functions with minimal supervision. 

Completion of a minimum of two years of full-time service as a Records Specialist I is required.

Requirements

Education and/or Experience

• High School diploma, GED, or equivalent.
• One year of clerical, administrative, or records-related experience, preferred.
• Experience with document imaging, scanning, and indexing systems, preferred. 
• Experience using law enforcement records management systems, preferred. 
• Familiarity with criminal justice databases and court processes, preferred.

Language Skills

• Must possess excellent written and verbal communication skills in the English language.

Certificates, Licenses, Registrations

• Valid Utah Driver's License, or the ability to obtain one, preferred.

Other Skills and Abilities

• Ability to pass a background investigation. 
• Knowledge of standard office operations and proficiency with modern office equipment. Possesses fundamental clerical skills to include typing, filing, spelling, punctuation, grammar and professional telephone communication. Previous experience in computer data entry helpful. 
• Must have the ability to establish effective working relationships with peers, supervisors, and the general public. 
• Good communication skills are necessary.
• Attention to detail and accuracy.  
• Ability to exercise initiative, sound judgement, and to solve problems. 
• Ability to manage multiple tasks, prioritize workload, and consistently meet deadlines within designated timelines. 
• Responsibility for the use of discretion and independent judgment in the creation and release of important and potentially damaging information.     
• Ability to work independently.

Physical Demands

• While performing the duties of this job the employee is regularly required to sit, stand, talk or listen.  
• Moderate lifting including heavy items up to 25 lbs.  
• Specific vision abilities required by this job include close vision. 
• May involve handling sensitive or graphic information.

Work Environment

Office environment working with the public and department personnel on the phone, in person, one on one, or in a group setting. Requiring movement within the department and other offsite City offices. Intermittent exposure to stress as a result of human behavior.  

If you are reading this and hesitating to click "apply" because you do not check every box in the posting, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.