What are the responsibilities and job description for the Police Records Specialist position at City of Kelso, WA?

Salary : $45,072.00 - $56,340.00 Annually

Location : Kelso, WA

Job Type : Full-Time

Job Number : 2502001

Department : Kelso Police

Opening Date : 02 / 11 / 2025

Closing Date : 3 / 3 / 2025 10 : 00 AM Pacific

Position Description

A Police Records Specialist performs a support staff role and works under the supervision of the Records Supervisor and Police Captain. This position performs a variety of office support and clerical duties such as customer service, accurate data entry, records maintenance and release of records. Primary responsibilities include assisting the public both in person and by phone, maintaining police records, processing documents for court, entering and clearing warrants and protection orders and responding to records requests. This position works four 10-hour days (Monday through Thursday).

Essential Functions

Responds to routine questions and provides general information both on the phone and at the front counter.
Routes calls to the appropriate staff members or voice mail accounts.
Handles interactions where customers are potentially confused, angry or emotional in regard to law enforcement contact or in need of assistance by an officer or appropriate person within the department.
Refers complaints via the department chain-of-command.
Reviews police reports, assigns arrest numbers and routes paperwork to court and / or appropriate agencies.
Logs infractions and citations and sends to court.
Enters and / or retrieves data from records management system and NCIC / WACIC including citations, infractions, court dispositions, impounded vehicles, accident reports, incident reports, warrants, stolen / missing property, NIBRS, runaways / missing persons, driving records and other miscellaneous data.
Assist officers and / or dispatch by providing information such as address, case details, warrants, license plates, stolen property and driving records.
Performs monthly validations duties and updating records when necessary.
Responsible for the entry of active misdemeanor warrants and protection orders, conducting 2nd party checks and updating those records, in accordance to state and federal standards.
Process subpoenas for officers for court appearances.
Process false alarm and landlord notifications.
Seal and dispose of juvenile records in accordance with applicable laws and regulations.
Process and issue concealed pistol licenses.
Provide fingerprinting services.
Perform emergency dispatching as directed by the Police Captain.
Process records requests from the public, attorneys, media and other agencies for production under applicable statute and city ordinance, ensuring timely response.
Perform other duties as assigned.

One Records Specialist shall assume the Property / Evidence Clerk Duties : (Add'l $150.00 Monthly Stipend for Evidence Duties)

This person will work 75% of the time in property / evidence.

Receive and log in evidence.

Ensure proper storage of evidence in accordance with strict requirements.

Return property to owners.

Coordinate the annual city auction.

One Records Specialist shall assume the Domestic Violence Advocate duties : (Add'l $150.00 Stipend for DV Advocacy Duties)

This person will work 20% of the time as a D / V Advocate.

Provide crisis intervention and advocacy through client-centered case management to victims / survivors of domestic violence.

Educate clients and provide resources / options available.

Network and collaborate with providers and referral agencies.

Perform other D / V advocate duties as assigned by Records Supervisor.

Organize and manage the storage of BWC videos.

Reviews requests for BWC video, redacts and dissemination of video(s).

Collaborates with prosecuting attorney's office and support staff to ensure delivery of BWC digital evidence.

Position Requirements

EDUCATION : ?

High School Diploma or GED.

EXPERIENCE :

Two (2) years general office experience preferably law enforcement related.

Knowledge, Skills, Abilities, and Speciai Requirements

Ability to operate a personal computer, photocopy machine, typewriter, telephone, fax machine and dispatch radio.

Ability to obtain the "ACCESS" level 2 computer training certification within six months of hire.

Ability to type 40 words per minute.

Knowledge and understanding of the Washington State Public Records Act and the City's public records disclosure procedures.

Ability to file records and maintain records systems and procedures.

Work effectively and communicate cooperatively with the public and other city employees.

Ability to maintain strict confidentially in performing specific functions of the job.

Ability to use discretion and work independently.

Maintain regular and dependable attendance.

Ability to work with the public, often in adverse circumstances.

Perform exceptional customer services skills, concepts and principles.

Must be capable of performing in a high-volume office, prioritize work and meet time sensitive deadlines.

Able to handle sensitive, traumatic or distressing content using various forms of media.

SPECIAL REQUIREMENTS :

Successfully pass a modified background investigation.

Occasional lifting of up to 25 pounds of supplies and equipment.

Possess a valid Washington State Drivers' license.

This position primarily works at a desk in the office. Must be able to move freely around the office and lift boxes of paper.

Contacts :

The position has regular contact with other City departments and staff.

The position has regular contact with a variety of vendors, staff from other governmental, law enforcement, and regulatory agencies.

The position has regular contact with members of the public. Given the nature of police records operations, interactions with the public can become escalated and difficult.

Supervision :

This position has no supervisory responsibilities.

Accountability :

This position is accountable for the timely completion, quality, and accuracy of assigned tasks and ensuring a positive image for the City.

The City of Kelso offers a complete benefits package to full-time employees including health care. Health Reimbursement Arrangement Plan (HRA), Flexible Spending Account, dental and vision care, life insurance, long-term disability insurance, voluntary insurance, pension, deferred compensation plans, holidays, vacation, sick leave, and direct payroll deposit.

Varies by bargaining group.

Salary : $45,072 - $56,340

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