PUBLIC SAFETY RECORDS SPECIALIST 1

Full Job Description

PUBLIC SAFETY RECORDS SPECIALIST I

This position is in the Department of Public Safety
(a combined Law Enforcement and Fire Agency)

Regular Full-Time Employment Opportunity

The final filing date is Monday, March 9, 2026 at 5:00 pm or after receiving 100 qualified applicants, whichever is first.

We build community trust by delivering exceptional services. Our Core Values of Public Service: Integrity, Leadership, and Respect.

Under general supervision of a Public Safety Senior Records Specialist, performs a wide variety of administrative, technical, and clerical records support duties in the Records Division of the Department of Public Safety, including the maintenance of records and files, processing of data and reports, critical time-sensitive data entry, providing support to sworn personnel, and providing information to the public, outside agencies and departmental staff; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Public Safety Records Specialist I is the entry-level classification for this job series.

Initially, incumbents perform assigned duties under immediate supervision, while learning related policies and procedures.

Public Safety Records Specialist I is distinguished from the Public Safety Records Specialist II by the performance of less than the full range of duties assigned to the Public Safety Records Specialist II.

As experience is gained, there is a greater independence of action within established guidelines.

This classification is alternately staffed with Public Safety Records Specialist II and is normally filled by advancement from the I level once the incumbent meets the qualification standards of the II level, demonstrates an ability to perform the full scope of work, and meets performance expectations.

Incumbents are not automatically promoted to the higher level; the needs of the department determine the level of assignment.

The Records Division is staffed on a seven day/week, 24 hour/day schedule, including weekends and holidays.

Requirements

(May include, but are not limited to, the following)

Receives, stamps, copies and distributes police reports and fire reports.Receives and processes requests for reports; ensures release of information complies with State laws; copies, redacts, and collates reports; compiles criminal histories of defendants.Prepares, copies and distributes subpoenas for court liaison.Receives incoming warrants from the court and reviews to ensure that complete and accurate information is provided to officers, law enforcement agencies and the courts; prepares and distributes notifications for warrants to field officers for service; maintains accurate records and updates warrant status in computer systems; processes warrant bookings, collects and processes bail, sets court appearance date and time, and forwards to court of jurisdiction.Registers sex, arson and narcotic registrants; assists with the completion of registration forms; runs criminal histories and updates databases.Inputs a variety of critical and general Public Safety related materials through law enforcement computer systems and checks output for accuracy.Conducts required California Law Enforcement Telecommunications System (CLETS) entries, modifications and cancellations in accordance with applicable laws, statutes, and Department of Justice requirements; prepares related paperwork for authorized release transactions.Receives towed and stored vehicle information for processing; compiles daily property and gun list for entry or update of stolen, lost and evidence articles.Carefully reviews computer data for accuracy; corrects errors within required timeframes to ensure compliance with State and local computer system mandates.Meets the public, accepts payments of fees and conducts transactions with employees or the public which entail providing information, explaining regulations, and following procedures, regulations, and policies; prepares accurate daily cash reports and prepares bank deposit.Provides authorized information to the public, other agencies, and other employees, both in person and by phone.

Searches records to obtain information.Conducts computerized fingerprinting of job applicants, employees and for other administrative functions.WORKING CONDITIONS Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities.

The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard.

Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service.

The need to lift, drag and push files, paper, books and documents weighing up to 50 pounds is also required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Qualifications Education and Experience: The minimum qualifications for education and experience can be met in the following way:Graduation from high school or tested equivalent; ANDOne year of general clerical experience.Knowledge of:Proper English grammar, punctuation and spelling.Alpha and numeric filing and retrieval systems.Office methods, procedures, software and equipment.Principles of customer service.Ability to: Learn, understand, and appropriately use law enforcement codes and terminology.Lean and apply the standards and methods of law enforcement records distribution.Read, understand and review documents for accuracy and relevant information.Work with continuous and multiple interruptions and regain focus on task at hand following interruption.Seek clarification from appropriate sources when faced with lack of sufficient information to complete assignment.Perform basic mathematical calculations.Understand and follow written and oral instructions as given.Communicate effectively, orally and in writing.Operate a computer using word processing and business software and other office equipment.Establish and maintain and promote positive and effective working relationships with employees, other agencies and the public.Demonstrate initiative and exercise good judgment in the performance of duties.Learn the operation, policy and procedures of the Public Safety Department.Work independently and as a team member; recognize and set priorities and meet deadlines.Observe safety principles and work in a safe manner.Demonstrate attention to detail.Maintain confidentiality as required in the performance of duties.Willingness to: Work any shift, on any day, including irregular hours on short notice.

Successfully complete a comprehensive personal background investigation.Wear a uniform.Licenses/Certificates: Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternative transportation as approved by the appointing authority and a safe driving record.DESIRABLE QUALIFICATIONSCompletion of POST certified courses in Records Management.

Additional Information The application submitted must meet the minimum qualifications listed in the job description in order to move forward in the recruitment process with the City of Sunnyvale.

The information provided in the Work Experience, Education, and Certificates/Licenses sections of the application will be used to determine if the application meets the minimum qualifications.

A resume, employment history provided elsewhere in the application, or other attachments will not be accepted in lieu of the completed application.Note: The minimum qualifications for experience are based on full-time experience (40 hours per week).

Experience included in the Work Experience section of the application is calculated to the full-time equivalent (hours are pro-rated if less than 40 hours/week).

Volunteer experience is not considered qualifying experience.If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources by Monday, March 9, 2026, at 5:00pm.EXAM PROCESSApplications will be screened based on the minimum qualifications of this position.

Based upon a review of the application materials, qualified candidates will be invited to participate in the examination process, which may consist of a written exam scheduled for the Monday, March 16, 2026 - Tuesday, March 17, 2026.

(Note: The examination process may be changed as deemed necessary by the Director of Human Resources).

Those candidates who receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies.SELECTION PROCESSThose candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies.

Top candidates on the eligibility list will be invited to participate in an on-site selection interview with the department tentatively scheduled for the week of March 23, 2026.Selection interviews will typically take place in-person, please plan accordingly.Any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a comprehensive background investigation, as well as medical exam(s) administered by a City-selected physician(s) before hire.

Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history.

A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination.INFORMATION ABOUT PROOF OF EDUCATIONAny successful candidate selected by the hiring department will be required to submit proof of education (i.e., original copy of the diploma or college/university transcripts).Any successful candidate selected by the hiring department will be required to submit proof of education (i.e., copy of the diploma or college/university transcripts).

An applicant with a college degree obtained outside the United States must have education records evaluated by a credential evaluation service at the candidate’s expense.

Candidates may utilize any third-party agency for the evaluation.

If you search ‘education equivalency verification’ or similar online, you will obtain results for agencies that provide this evaluation service.

A conditional job offer cannot be made until the education has been evaluated and submitted to the Department of Human Resources.ADDITIONAL INFORMATIONSummary of Sunnyvale's Employees Association (For Full Time Positions) SEA BenefitsFor assistance on how to fill out your job application, watch the following video:How to Apply for a City of Sunnyvale Job YouTube (5:13)

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an equal opportunity employer.

Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status, or any other consideration made unlawful under any federal, state, or local laws.

The City of Sunnyvale is committed to offering reasonable accommodations to job applicants with disabilities.

If you need assistance or an accommodation due to a disability, please contact us at (408) 730-7490 or recruitments@sunnyvale.ca.gov.