Police Records Specialist

November 15, 2023
Spokane, WA
Job Type



Performs difficult specialized records management work providing information and records maintenance functions in the Records section of the Police Department.


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.


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.

Upon notification that you have passed through the minimum qualifications, you will receive a Personal History Packet to complete and submit. This documentation will be used to conduct a background investigation. It is a MANDATORY MINIMUM REQUIREMENT to complete the Personal History Packet. If the Personal History Packet is NOT received in Civil Service by the deadline given, your application will not be considered.

NOTE: Candidates with any marijuana, cannabis or any controlled substance use in the last six months will not be considered. 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.


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 a multiple-choice test, with weights assigned as follows:

  • Multiple-choice Test 100%

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.

Multiple-choice examination links with instructions will be emailed out via a link from City of Spokane (info@governmentjobs.com) upon review of the applicant's minimum qualifications. Once you receive the link, the testing window is Thursday, 12:00 AM to the following Tuesday at 11:59 PM.

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:

  • Interpersonal Skills
  • Clerical Skills
  • Computer Skills
  • Communication Skills
  • Attention to Detail

All examination results will be 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.

Closing Date/Time:

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