POLICE RECORDS SPECIALIST

Recruitment #1904-0111-001

Introduction

 

The Tucson Police Department has an exciting career opportunity for candidates who have a passion for public service working for a large law enforcement agency. If you are a positive, self-motivated, results-driven, goal-oriented and collaborative individual with a strong desire to learn and serve the community in a public-safety environment, then we have the opportunity for you!

Individuals in the Police Records Specialist role will work on several projects simultaneously, while prioritizing assignments quickly yet remaining flexible to changing priorities. A career in police records requires that individuals uphold the highest standards of ethics and integrity, while striving for excellence in providing exceptional customer service to members of the Tucson Community and the Tucson Police Department.

Under direct supervision, incumbents in this position are responsible for the maintenance, tracking, verification, research and analysis of records and reports utilizing multiple databases. This position is also accountable for ensuring compliance with pertinent laws, rules, regulations, and administrative policy when responding, processing, and fulfilling various requests for information from the public and departmental staff. Change is constant, and the pace is fast. Incumbents must be open to novel experiences and a willingness for cultivation and development. This is an excellent opportunity to work for the Tucson Police Department. It is critical that candidates be aware and consider the following job elements before submitting application: 

  • Incumbents will be required to work rotating shifts, weekends and holidays. Overtime will be required as necessary.
  • The training process is extensive; incumbents will spend 90 days reviewing written procedures along with a required successful completion of on-the-job training. The probation period is 18 months. 
  • Work is fast-paced and often stressful. It requires the ability to adjust quickly to changing job assignments and the ability to safeguard confidential information.
  • Incumbents will often be exposed to highly sensitive and graphic content to include written documentation, photos and other evidence collected as part of investigative reports. Incumbents of this position must be adept to completing tasks effectively and efficiently in the course of fulfilling their essential functions.

The City of Tucson offers a robust total rewards package to include a comprehensive benefits package, retirement, paid-time off, tuition reimbursement, employee assistance programs, and professional development opportunities.

General Description

Processes and maintains criminal records information including civil case subpoenas. Receives, processes and distributes information to various agencies, organizations and the public.

Essential Functions

Responds to requests from the public and law enforcement/criminal justice community by determining the requestor's right to information, accessing one or more databases, interpreting responses, pulling files, determining the status of the case, redacting information, processing information, copying files, collecting fees and logging requests, processing information in accordance with laws, within time constraints, and ensuring correct processing to avoid civil and criminal liability to the department and City.

Maintains information on local wanted/missing persons and property in local, state and federal databases through entry, cancellation, modification, deletion, verification and confirmation of information, acquiring biennial national certification, meeting time constraints, and ensuring complete and accurate processing to satisfy biennial audit requirements from the Department of Public Safety and Federal Bureau of Investigation.

Processes paperwork completed by police officers and detectives by reviewing for correct classification as established by federal guidelines, copying and distributing to internal investigative units, prosecuting agencies, and other agencies, determining case status according to local, state and federal guidelines for disposal of property and evidence, and distributing U.S. mail and all interdepartmental communications within the department.

Indexes information from police reports into an automated system by ensuring completeness and accuracy of the information, comparing new entries with existing records, conducting research as necessary and consolidating files.

Performs related duties by processing subpoenas, testifying in court, performing quality control on collision reports to ensure compliance with guidelines, and assisting in the training and cross-training of personnel, orienting new employees, police officers and citizens, and providing guidance to other employees.

Minimum Qualifications

Minimum Education Level & Type: High School Diploma or G.E.D.

Minimum Experience Qualifications: At least 1 year record keeping, handling confidential records, and providing customer service

Special Job Requirements

Ability to type 35 net words per minute (WPMN).

Selection Plan

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to the supplemental questionnaire. Those candidates identified as meeting the minimum qualifications will be invited to participate in the written examination.

  • Written exam and typing test will be conducted on June 5, 2019 and June 6, 2019

Upon completion of the written exam candidates will be invited to the oral board and written assessment process:

  • Oral board and written assessment will be conducted on June 12, 2019 and June 13, 2019.

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List that will be used to fill vacancies occurring within the next six (6) months. An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:

  • 5% of your rating for education and work experience
  • 50% of your written examination
  • 45% of your oral board interview 

Candidates placed on the Employment List will be subject to the following:

  • An extensive background investigation, including local, state and national criminal and fingerprint checks 
  • Driving History 
  • A polygraph examination to verify information you have supplied in the background questionnaire 

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List. If you qualify for preference points as outlined in the Employment Profile, you must upload your documentation as part of the application process or email it to Kelli.McFarland@TucsonAZ.gov. The DD 214 must be a copy that indicates characterization of service.

If you are in need of Americans with Disabilities Act- related accommodation during the testing process, please call Kelli McFarland at 520-837-7768 or email Kelli.McFarland@TucsonAZ.gov at least 48 hours prior to the evaluation.

Conclusion

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly. Failure to respond or follow instructions will result in disqualification. All email inquiries should be directed to Kelli McFarland at Kelli.McFarland@TucsonAZ.gov or Chalis Ruiz at Chalis.Ruiz@TucsonAZ.gov

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.