POLICE RECORDS SPECIALIST

The Tucson Police Department has an exciting career opportunity for candidates who have a passion for public service working with 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. It is critical that candidates be aware and consider the following job elements before submitting an 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, videos, audio, and other evidence collected as part of investigative reports. 
• Incumbents of this position must be adept at completing tasks effectively and efficiently in the course of fulfilling their essential functions.

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

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 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

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

The Preliminary Applicant Questionnaire is a fillable web form and can be found as a link below and in the supplemental questions when you apply. You must complete your job application with the City of Tucson AND submit a completed Preliminary Applicant Questionnaire by the deadline to be considered for this job opening (both are required).

Preliminary Applicant Questionnaire link:

 https://www.tucsonaz.gov/apps/recruiting_records_specialist/  

The deadline to submit the application and the Preliminary Applicant Questionnaire is Monday, March 13, 2023 at 5:00 PM.

Completed Preliminary Applicant Questionnaires can only be submitted online. No other form of delivery will be accepted. You will need to type your responses into this web form document and submit into the system when prompted to do so in the supplemental question portion of the application. Please ensure you complete all the questions in the Preliminary Applicant Questionnaire. You may start and save, to complete and submit at a later time. If you utilize this save and close feature, a link will be emailed to you so you can return to where you left off. Do not return to the original link to complete the questionnaire. Doing so will require you to start over.

Please fully disclose all relevant information on the Preliminary Applicant Questionnaire. Discrepancies and omissions will be uncovered during an exhaustive background investigation, it is in your best interest to be truthful. One of the fundamental requirements of working in law enforcement is the ability of an individual to adhere to and demonstrate the highest legal and ethical standards. Unfortunately, it is our experience that a number of applicants will fail due to material omissions or untruthfulness. If you are untruthful, dishonest, knowingly omit, falsify, conceal, or obscure required information during any part of the application and hiring process, you will be PERMANENTLY DISQUALIFIED from ever being employed by the Tucson Police Department in ANY capacity.

Applicants who successfully complete an employment application, the Preliminary Applicant Questionnaire, and meet minimum qualifications will receive information for the written exam.

Written exam will be conducted in-person on April 15, 2023.

Applicants who pass the written exam will be invited to complete the typing test. Applicants will receive an email with further instructions on how to complete this requirement.

Applicants who successfully pass the written exam and the typing test will be invited to the in-person tour of the facility.

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:

• 10% of your rating for education and work experience
• 90% of your written examination

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 carolyn.cruse@tucsonaz.gov. The DD214 must be a copy that indicates characterization of service.

If you are in need of an Americans with Disabilities Act-related accommodation during the testing process, please call Carolyn Cruse at 520-837-7755 or email carolyn.cruse@tucsonaz.gov at least 48 hours prior to the evaluation.

Candidates placed on the Employment List must successfully pass the following:

• An extensive background investigation, including local, state and national criminal and fingerprint checks
• Motor Vehicle history check

You are highly encouraged to print and save this bulletin as a PDF, because it contains important testing dates and information that you will need to refer to later, as it will not be available after the closing date.

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 the individuals listed below:      

Carolyn Cruse, 520-837-7755 or email: carolyn.cruse@tucsonaz.gov 

Jennifer Urbina, 520-837-7762 or email: jennifer.urbina@tucsonaz.gov

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.