What are the responsibilities and job description for the Police Records Specialist position at City of Fremont?
Description
The Fremont Police Department is recruiting for the position of Police Records Specialist.
This recruitment will close on Monday, March 30, 2026, at 5:00 PM (PST), or when the first 100 applications are received. Please apply promptly.
VIEW OUR RECRUITMENT BROCHURE
About The Fremont Police Department
Fremont Police Department is the law enforcement agency for the City of Fremont, California. As of 2026, the department consists of over 300 staff, of which more than 200 are sworn personnel, and more than 100 are professional staff. Fremont Police Department was first established under the direction of Chief Richard E. Condon on July 1, 1958. At that time, it was staffed by one Lieutenant, three Sergeants, two investigators, one juvenile officer, 17 patrol officers, a secretary, and a clerk. By the end of 1958, there were a total of 25 officers serving a population of 29,000 people in the City of Fremont. In 1966, Fremont PD grew to 82 officers, serving a population of 88,000. The department continues to grow as demand for services increased. Today, Fremont Police Department is one of the most reputable police agencies in the State, serving the 4th largest city in the Bay Area.
Application Deadline
This recruitment will close on Monday, March 30, 2026, at 5:00 PM (PST), or when the first 100 applications are received. This recruitment may close without notice after this date so interested applicants are encouraged to apply immediately.
A resume, completed application, and supplemental questionnaire (part of the online application) must be submitted to be considered for this opportunity. To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.
Selection Process
The process may include individual and/or panel interviews, professional reference checks, fingerprint check for criminal history, pre-employment medical exam and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.
Reasonable Accommodation
Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing mcha@fremont.gov
Contact Us
For additional information, please email Human Resources at mcha@fremont.gov.
__________________________________________________________________________________
Police Records Specialist Specification
Definition
Performs a wide variety of specialized and complex clerical duties including handling of Police records and supports law enforcement functions and programs.
Class Characteristics
This is a journey level police records classification. This class is distinguished from the Police Records Assistant by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. This class differs from other clerical classes in the knowledge of statutes governing confidentiality of police records and law enforcement information systems and the liability involved. This class receives general supervision from an assigned supervisor.
Essential Functions
This is a 10-hr. "day shift" position. Accessing and dealing with sensitive information requires security clearance. This position can also volunteer for "crime lab" assignment where driving would then be essential to transport evidence.
Knowledge, Skills and Abilities
Knowledge of: Applicable laws, rules, regulations and administrative orders relating to the maintenance and release of police records; police dispatching codes and terminology; the general criminal justice system and its basic proceedings; office practices and procedures including filing and the operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; basic record keeping principles and procedures; database principles and applications; basic business arithmetic.
Ability to: Perform detailed clerical work accurately, including filing, organizing and maintaining office records and files; sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry light to moderately heavy items; review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; recognize and correct input errors; maintain the confidentiality of information as prescribed by law; organize, prioritize and coordinate work activities; work independently and effectively with others in a team environment; exercise initiative and sound judgment; multi-task; type at a speed necessary for successful job performance; make accurate arithmetic calculations; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several activities; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.
Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.
Education/Experience
Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying. A typical qualifying background would include: completion of the twelfth grade or equivalent and two years of general clerical experience, some police records experience preferred.
Licenses/Certificates/Special Requirements
Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required. Must successfully pass a detailed background investigation. Must be able to work a variety of shifts, some Sundays and holidays.
Physical and Environmental Demands
Rare = < 10%, Occasional = 11-33%, Frequent = 34-66%, Constant = >66%
Sitting: Constant
Walking: Occasional
Standing: Rare
Bending (neck): Frequent
Bending (waist): Rare
Squatting: Rare
Climbing: Never
Kneeling: Rare
Crawling: Never
Jumping: Never
Balancing: Never
Twisting (neck): Rare
Twisting (waist): Rare
Grasp - light (dominant hand): Occasional
Grasp - light (non-dominant): Occasional
Grasp - firm (dominant hand): Rare to Occasional (if handling supplies)
Grasp - firm (non-dominant): Rare to Occasional (if handling supplies)
Fine manipulation (dominant): Frequent
Fine manipulation (non-dominant): Frequent
Reach - at/below shoulder: Rare to Occasional (if handling supplies)
Reach – above shoulder level: Rare
Push/pull
Up to 10 lbs. Rare
11 to 25 lbs. Rare
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Lifting
Up to 10 lbs. Rare
11 to 25 lbs. Rare – Not a daily occurrence
26 to 50 lbs. Rare – Not a daily occurrence
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Carrying
Up to 10 lbs. Rare
11 to 25 lbs. Rare – Not a daily occurrence
26 to 50 lbs. Rare – Not a daily occurrence
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Coordination
Eye-hand: Required
Eye-hand-foot: Required
Driving: Required for "Crime Lab" assignment
Vision
Acuity, near: Required
Acuity, far: Required
Depth perception: Required
Accommodation: Required
Color vision: Required
Field of vision: Required
Talking
Face-to-face contact: Required
Verbal contact w/others: Required
Public: Required
Hearing
Normal conversation: Required
Telephone communication: Required
Earplugs required: Not required
Work Environment
Works indoors, being around moving machinery (only for "Crime Lab" assignment), exposure to radiation or electrical energy while using computer monitor, works around others, works alone, works with others.
Class Code: 3765
FLSA: Non-exempt
EEOC Code: 6
Barg. Unit: CFEA
Probation: 12 months
Rev.: 11/15
The City of Fremont offers a comprehensive benefit package including general and holiday leave as well as medical, dental, vision, life, and long/short-term disability insurance.
To view a summary of the benefits the City offers, please visit: City of Fremont Benefits Summary
01
Please be specific in answering the Supplemental Questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Select "Yes" to reflect that you have read and understand this statement.
What is your highest level of education?
Please indicate how many years of professional experience you have performing clerical duties (e.g., maintaining and organizing records, fast and accurate data entry, creating and proofreading correspondences, front counter responsibilities)?
Please describe your professional experience performing clerical duties. What were your assigned duties? What were your strengths and weaknesses while performing these clerical duties?
05
This position requires strong customer service skills. Please describe your customer service experience and provide an example of a time when you provided excellent customer service.
06
Please list any applications you are familiar with such as Microsoft Word, Excel, etc., and list your level of knowledge with each application (Basic, Intermediate, Advanced).
07
Do you currently possess a valid California driver's license?
The Fremont Police Department is recruiting for the position of Police Records Specialist.
This recruitment will close on Monday, March 30, 2026, at 5:00 PM (PST), or when the first 100 applications are received. Please apply promptly.
VIEW OUR RECRUITMENT BROCHURE
About The Fremont Police Department
Fremont Police Department is the law enforcement agency for the City of Fremont, California. As of 2026, the department consists of over 300 staff, of which more than 200 are sworn personnel, and more than 100 are professional staff. Fremont Police Department was first established under the direction of Chief Richard E. Condon on July 1, 1958. At that time, it was staffed by one Lieutenant, three Sergeants, two investigators, one juvenile officer, 17 patrol officers, a secretary, and a clerk. By the end of 1958, there were a total of 25 officers serving a population of 29,000 people in the City of Fremont. In 1966, Fremont PD grew to 82 officers, serving a population of 88,000. The department continues to grow as demand for services increased. Today, Fremont Police Department is one of the most reputable police agencies in the State, serving the 4th largest city in the Bay Area.
Application Deadline
This recruitment will close on Monday, March 30, 2026, at 5:00 PM (PST), or when the first 100 applications are received. This recruitment may close without notice after this date so interested applicants are encouraged to apply immediately.
A resume, completed application, and supplemental questionnaire (part of the online application) must be submitted to be considered for this opportunity. To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.
Selection Process
The process may include individual and/or panel interviews, professional reference checks, fingerprint check for criminal history, pre-employment medical exam and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.
Reasonable Accommodation
Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing mcha@fremont.gov
Contact Us
For additional information, please email Human Resources at mcha@fremont.gov.
__________________________________________________________________________________
Police Records Specialist Specification
Definition
Performs a wide variety of specialized and complex clerical duties including handling of Police records and supports law enforcement functions and programs.
Class Characteristics
This is a journey level police records classification. This class is distinguished from the Police Records Assistant by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. This class differs from other clerical classes in the knowledge of statutes governing confidentiality of police records and law enforcement information systems and the liability involved. This class receives general supervision from an assigned supervisor.
Essential Functions
This is a 10-hr. "day shift" position. Accessing and dealing with sensitive information requires security clearance. This position can also volunteer for "crime lab" assignment where driving would then be essential to transport evidence.
- Maintains records and files of citations, warrants, arrests, crime cases and related police records.
- Assembles and prepares traffic and criminal reports for charging.
- Reviews document for errors or omissions and refers to appropriate issuing officers for correction.
- Gathers various police reports, such as crime incident, arrest, and stolen/recovered vehicle reports and other police related documents; determines completeness and accuracy of data contained in relation to data entry system requirements and obtains missing or corrected data from appropriate sources to ensure quality control.
- Retrieves and makes copies of accident, crime and arrest reports; responds to requests for copies of police reports in accordance with established Police Department, Federal, State policies and procedures for processing and dissemination.
- Receives warrants from court and reviews to ensure complete and accurate information is provided.
- Conforms and verifies warrant information with other law enforcement agencies.
- Distributes warrants to field officers for service and maintain service records, updates warrant status in computer systems.
- Receives, interprets and processes subpoenas received from court or attorneys in accord with State codes and department policy.
- Receives restraining orders from court and attorneys; interprets order; maintains related database.
- Sends warrant notification letters to offenders.
- Seals and purges records in compliance with court orders and state statutes.
- Staffs the front counter at the Police Department and assists the public, law enforcement officers and others.
- Ensures confidentiality of information is maintained according to applicable laws, rules, regulations and administrative orders; determines proper authority of callers and release criminal record information to law enforcement and other government agencies.
- Receives money at counter and issues receipts for copies of accident and other reports.
- Reconciles cash and checks received against receipts issued, prepares deposit slips and delivers the deposits to the Finance Department.
- Receives non-emergency calls from citizens; distributes mail and teletypes to appropriate staff.
- Codes, verifies, enters and retrieves law enforcement data in local, City, state and federal law enforcement automated systems according to specified procedures and regulations.
- Updates revised data in database systems as cases progress.
- Codes and enters data from police records and reports; prepares periodic statistical reports for management review.
- Researches information such as criminal history, stolen property, firearms and missing persons in various computer systems as required.
- Attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information and keeping reference materials up to date.
- Provides clerical support for assigned taskforce, division/unit or special project.
- May inspect motor vehicles to ensure compliance with limited or basic mechanical and other citations, such as brake lights, tinted windows and turn indicators, and then signs to clear the citation; verifies current registration and proof of ownership and releases impounded vehicles.
- Types correspondence, reports, forms and other police documents from drafts, notes, dictated tapes or brief instructions; proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation and spelling.
- Retrieves and releases results of laboratory analysis of blood and urine tests in accordance with law enforcement regulations.
- May handle and process photographic evidence.
- May obtain fingerprints of registrants and non-criminal applicants for various purposes.
- Assists in training new staff; creates, updates and edits procedure manuals.
- Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service; and performs related duties as assigned.
- May transport evidence and ensure the integrity and accountability of evidence when working in Crime Lab assignment.
- May testify in court.
- Other duties as assigned.
Knowledge, Skills and Abilities
Knowledge of: Applicable laws, rules, regulations and administrative orders relating to the maintenance and release of police records; police dispatching codes and terminology; the general criminal justice system and its basic proceedings; office practices and procedures including filing and the operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; basic record keeping principles and procedures; database principles and applications; basic business arithmetic.
Ability to: Perform detailed clerical work accurately, including filing, organizing and maintaining office records and files; sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry light to moderately heavy items; review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; recognize and correct input errors; maintain the confidentiality of information as prescribed by law; organize, prioritize and coordinate work activities; work independently and effectively with others in a team environment; exercise initiative and sound judgment; multi-task; type at a speed necessary for successful job performance; make accurate arithmetic calculations; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several activities; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.
Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.
Education/Experience
Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying. A typical qualifying background would include: completion of the twelfth grade or equivalent and two years of general clerical experience, some police records experience preferred.
Licenses/Certificates/Special Requirements
Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required. Must successfully pass a detailed background investigation. Must be able to work a variety of shifts, some Sundays and holidays.
Physical and Environmental Demands
Rare = < 10%, Occasional = 11-33%, Frequent = 34-66%, Constant = >66%
Sitting: Constant
Walking: Occasional
Standing: Rare
Bending (neck): Frequent
Bending (waist): Rare
Squatting: Rare
Climbing: Never
Kneeling: Rare
Crawling: Never
Jumping: Never
Balancing: Never
Twisting (neck): Rare
Twisting (waist): Rare
Grasp - light (dominant hand): Occasional
Grasp - light (non-dominant): Occasional
Grasp - firm (dominant hand): Rare to Occasional (if handling supplies)
Grasp - firm (non-dominant): Rare to Occasional (if handling supplies)
Fine manipulation (dominant): Frequent
Fine manipulation (non-dominant): Frequent
Reach - at/below shoulder: Rare to Occasional (if handling supplies)
Reach – above shoulder level: Rare
Push/pull
Up to 10 lbs. Rare
11 to 25 lbs. Rare
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Lifting
Up to 10 lbs. Rare
11 to 25 lbs. Rare – Not a daily occurrence
26 to 50 lbs. Rare – Not a daily occurrence
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Carrying
Up to 10 lbs. Rare
11 to 25 lbs. Rare – Not a daily occurrence
26 to 50 lbs. Rare – Not a daily occurrence
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Coordination
Eye-hand: Required
Eye-hand-foot: Required
Driving: Required for "Crime Lab" assignment
Vision
Acuity, near: Required
Acuity, far: Required
Depth perception: Required
Accommodation: Required
Color vision: Required
Field of vision: Required
Talking
Face-to-face contact: Required
Verbal contact w/others: Required
Public: Required
Hearing
Normal conversation: Required
Telephone communication: Required
Earplugs required: Not required
Work Environment
Works indoors, being around moving machinery (only for "Crime Lab" assignment), exposure to radiation or electrical energy while using computer monitor, works around others, works alone, works with others.
Class Code: 3765
FLSA: Non-exempt
EEOC Code: 6
Barg. Unit: CFEA
Probation: 12 months
Rev.: 11/15
The City of Fremont offers a comprehensive benefit package including general and holiday leave as well as medical, dental, vision, life, and long/short-term disability insurance.
To view a summary of the benefits the City offers, please visit: City of Fremont Benefits Summary
01
Please be specific in answering the Supplemental Questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Select "Yes" to reflect that you have read and understand this statement.
- Yes
- No
What is your highest level of education?
- Did not complete high school or equivalent
- High school diploma or equivalent
- Some college
- Associate's degree
- Bachelor's degree or higher
- Master's degree or higher
Please indicate how many years of professional experience you have performing clerical duties (e.g., maintaining and organizing records, fast and accurate data entry, creating and proofreading correspondences, front counter responsibilities)?
- None
- Less than 1 year
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 4 years
- 4 years or more
Please describe your professional experience performing clerical duties. What were your assigned duties? What were your strengths and weaknesses while performing these clerical duties?
05
This position requires strong customer service skills. Please describe your customer service experience and provide an example of a time when you provided excellent customer service.
06
Please list any applications you are familiar with such as Microsoft Word, Excel, etc., and list your level of knowledge with each application (Basic, Intermediate, Advanced).
07
Do you currently possess a valid California driver's license?
- Yes
- No, but I have the ability to obtain a valid California driver's license by the time of appointment
- Required Question