Police Records Specialist

Arvada, CO
United States

Experience Required
Employment Type
Work Schedule

Job Description

Position Purpose

Interview process includes: Application, Personal History Questionnaire, Interview(s), Polygraph, Background and references.

Hours for the position may be anything between 7 am to 10 pm, Monday through Saturday (Saturdays hours are 7-5 pm).

Provides assistance to citizens, police department personnel, and other government entities by receiving, processing, filing, maintaining, and releasing records pertaining to criminal justice activities. Assists citizens relating to requests made on a walk-in basis, or through mail-in, telephone, and online requests.

Job Functions / Scope of Authority


  • Use of normal and technical office equipment.

  • Provides assistance to officers, detectives and other law enforcement personnel.

  • Enters police-related data into the records management system from police-related incidents to build a database which provides information for statistical reports, criminal activity, crime analysis, tracking offenders, management of records, and other searches as required.

  • Enters, confirms, maintains, and cancels police-related data in the CCIC/NCIC system in reference to wanted or missing persons; stolen, recovered, or impounded vehicles; and other stolen property.

  • Updates, maintains, archives, or purges data, files, reports, and lists, according to department policy and state and municipal retention schedules.

  • Reviews petitions for expungement and petitions for the sealing of records. Ensures records are sealed or expunged upon receiving a court order.

  • Writes, transcribes, and queries various reports, lists, memos, and spreadsheets.

  • Processes DUI reports, maintains statistical logs, and forwards the appropriate documents to the Department of Motor Vehicles.

  • Reviews, interprets, classifies, and codes crime reports using the National Incident Based Reporting System (NIBRS) standards.

  • Maintains municipal and county court-issued warrants.

  • Trains personnel on various topics such as the records management system, data entry, etc.

  • Exercises the appropriate level of initiative and judgment to make decisions within the scope of assigned authority.

  • Responds to inquiries pertaining to policies, rules, regulations, procedures governing the release of criminal justice information.

  • Releases records to the public and other criminal justice agencies.

  • Releases criminal justice records in accordance with department policy and applicable local, state, or federal laws.

  • Accepts payment for criminal justice records; maintains daily cash balances and prepares cash and receipts for deposit.

  • Receive requests for police records, fingerprinting individuals for employment, state licensing, permits, releasing impounded vehicles, and collecting fees.

  • Process cash and surety bonds for municipal and county arrestees.

  • Demonstrates a respectful attitude toward customers and coworkers that promotes teamwork, open communication, and effective customer service.

  • Responds to requests promptly and provides effective services or solutions for customers.

  • Handles inquiries and requests with positive respectful attitude.


  • Knowledge of city wide resources, how to research, and where to direct citizens to the appropriate point of contact.

  • Basic knowledge of accounting and bookkeeping practices. Enters invoices, purchase orders, and collected money into software such as Oracle.

  • Acquire status as a notary public.

  • Ability to communicate information effectively both verbally and in writing, to support organizational objectives, and to interact with all levels of personnel within the city in a positive and cooperative manner.


  • Work hours are based on need of organization and could include 24/7 work schedules.

  • Represents department on various city committees.

  • Other duties as required.

--Employees are held accountable for all duties of this job--


Receives minimal supervision under the direction of sworn or civilian supervisors. Plans daily work activities and prioritizes tasks; evaluates and responds to new situations requiring immediate attention. Sworn in by the deputy court clerk for bonding. Understands and applies procedures relating to duties including Arvada Police Department policies, Arvada Police Department Reference Manual, City Personnel Rules and Regulations, Colorado Revised Statutes, and Municipal Code of the City of Arvada.

Financial Accountability:

Has authority to purchase items less than $50 and occasionally up to $2,000, receives money, handles bonds, and balances cash register.

Working Environment / Qualifications


The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job.

Work is primarily performed in an office environment with low noise levels. Physical effort and activities include: Light physical effort to handling objects up 10 to 20 pounds occasionally and on rare occasions over 40 pounds. Information dealt with may be graphic and upsetting.


High school diploma or GED equivalency. Minimum three (3) years of progressive responsible office experience with at least one (1) year of frequent public contact required. Ability to obtain a CCIC operator certification and OSN, possess a valid Colorado driver license. Have the ability to learn and apply statutes governing confidentiality of police records, the ability to apply confidentiality and discretion in a professional manner, the ability to perform a wide variety of duties at one time with accuracy and under the pressure of time sensitive deadlines, and the ability to frequently exercise good judgment and make sound decisions on an independent basis, with minimal supervision.

Vision Mission Values

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Vision: We Dream Big and Deliver
Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.
Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.
Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.
Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

City of Arvada Police Department


We, the members of the Arvada Police Department, pledge

For the law, our community, and one another

To service and professionalism

For public safety and ethical conduct