Police Records Specialist

Ottawa, KS

Full Time

Police

Entry Level

JOB OPENING ANNOUNCEMENT

Position Title: Police Records Specialist
Department: Police

The Ottawa Police Department is seeking highly motivated applicants for the position of Police Records Specialist who are committed to a long career with our department. The men and women of the Department are guided by the values of Service, Integrity, Tolerance, Dignity, Stewardship and Flexibility; and a mission To Protect and Serve with Duty, Honor, Integrity and Trust.

With an authorized strength of 30 officers and 6 professional staff serving a growing population of nearly 13,000, the department is ready to add the right person to the team. The Police Records Specialist is assigned to the Records Unit in the Investigations and Support Services Division (ISSD); and is the first person the community interacts with when entering the Law Enforcement Center. Having a customer service approach and desire to help those in need is a primary function of the position. The Records Specialist is an integral part of the criminal justice process that helps ensure victims are served, and offenders are held accountable by timely processing incoming reports, requests, and ensuring that all required documents adhere to local, state and federal requirements. The right person for the position will possess a strong ability to maintain confidentiality, work as a team, understand that different people have different roles in the organization, and who work well with officers, court staff, other city departments, and the public. The Police Records Specialist must maintain all KBI and KSCJIS requirements for entering criminal justice information, including arrest warrants, stolen items, arrest, citation, and offense data. The position involves becoming a power-user in technology systems used by the department; including Records Management Systems, Electronic Citations, Arrest Warrants, Open Records Requests, video sharing services, and a full suite of Microsoft Office products used daily to share and deliver information.

The department is accredited by the Commission on Accreditation Law Enforcement Agencies (CALEA) and adheres to national best practices in policing, that also includes many functions of the records unit.

All police department employees are encouraged to remain physically and mentally fit. Employees can work out during the duty day in the department fitness center. Other opportunities include being part of the department’s Peer Support Team, Social Media Team, internal department committees, city committees, patrol ride along, and more.

MINIMUM QUALIFICATIONS: Employees must be a Kansas resident upon hire, 18 years of age at time of appointment and a U.S. citizen, possess a valid Kansas driver’s license upon appointment, and be insurable by the city’s insurance carrier; high school diploma or GED is required, college credit preferred. Applicants must establish and maintain residency within Franklin County or within a driving distance of 35 miles of Ottawa City Hall, AND within the state of Kansas within one year of hire. Applicants must successfully complete the following hiring steps:

Oral panel interview
Background investigation.
Candidates recommended for hire will be required to successfully complete a pre-employment drug screen, and physical exams.

AUTOMATIC DISQUALIFIERS:

Convicted of, or admission to a felony or any offense that would be constituted as a felony within the State of Kansas or the United States.
Convicted of, or admission to, or diversion of a Class “A” or “B” misdemeanor or similar crime from another state within the past three (3) years or been convicted of any crime of a sexual nature.
Has been dishonorably discharged from any branch of the United States Armed Forces.
Has had state certification as a Law Enforcement Officer denied, revoked, or suspended.
Falsified or lied about any information requested on a questionnaire or application as part of the hiring process.
Exhibited any conduct or a pattern of conduct that would tend to disrupt, diminish, or otherwise jeopardize public trust in the law enforcement profession.
Have used marijuana or synthetic drugs within the past one (1) year.
Have used prescription medication illegally within the past three (3) years.
Have used any other illegal drug within the last five (5) years.
Have an established pattern of prescription medication abuse.
Have an established pattern of alcohol abuse. Have had a Driving Under the Influence (DUI) conviction or diversion as an adult within the last five years or show a pattern of traffic law violations that indicate disrespect for traffic laws and disregard for public safety; or have had their driver’s license suspended or revoked within the past three (3) years.

Date Opened:                  12-3-2025
Date Closed: 1-2-2026
Classification:                  Full Time
Starting Pay:                     $22.15/hr.
Hours:                                Day Shift: 8 a.m.-5 p.m. Monday-Friday. Call back during major cases may be required.

_________________________________________________________________________________________

Job Description

Summary:
Under the supervision of the Support Services Manager, the Police Records Specialist performs responsible clerical duties for the Police Department. The employee in this position is responsible for maintaining chronological criminal history, crime reports, and warrant file entries, as well as disseminating secure information to local, state, and federal agencies.

Essential Job Functions:

Confirm that all components of reports are present.
Review, copy, track, log, and disseminate felony and misdemeanor reports to appropriate entities.
Enter and build arrest reports into computer. Locate and remove/block records upon notification of expungement of subjects’ arrest records.
Research misdemeanor warrant entries/criminal histories and enter into state secure computer information system and department RMS system. Update/remove information as needed.
Enter and validate NCIC entries and hot files, including warrants, articles, stolen vehicle reports, and missing persons reports.
Type, copy, distribute, and file correspondence and reports.
Perform various office duties: answer and direct phone calls for Police Department and Municipal Court, order office equipment, and perform other clerical duties as needed.

Ancillary Job Functions:

Maintain postage meter, add postage, change ink cartridge, and troubleshoot problems
Assist other departments and perform other related duties as assigned.
Preparing monthly and yearly reports.
Accounts payable.
Assist in Municipal court.

Education and Experience: (Combination of education, training, and experience will be considered)

High school diploma or equivalent.
Minimum of one year of relevant clerical experience.
Must maintain a valid driver’s license.

Knowledge, Skills, and Abilities: (not all inclusive)

Knowledge of office procedures, report preparation, and mathematics.
Knowledge of all regulations governing security and access to criminal history record information and expunction.
Ability to operate computer and related software applications, and other related office equipment.
Excellent customer service skills.
Strong verbal and written English communication skills.
Ability to establish and maintain effective working relationships with other employees, City officials, businesses, and the general public.
Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
Ability to work under general supervision and make responsible decisions.
Ability to use good judgment and think quickly and rationally in difficult or stressful situations.

Work Environment:

General office conditions. Exposed to moderate noise levels.

Physical Abilities: (Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions)

Must be able to sit for extended periods of time.
Must be able to talk, hear, grasp, push, stand, walk, drive, reach with hands/arms, kneel, crouch, and climb/balance.
Must be able to have repetitive wrist/hand/finger movement to type and work on computer and/or related office equipment.
Must have clarity of vision, three-dimensional vision, manual dexterity, and precise hand-eye coordination.
Must be able to lift up to 25 pounds.
Regular attendance is a necessary and essential function.

E-Mail Confirmation: After your application has been received by the City of Ottawa, you will receive confirmation by e-mail. Please check your SPAM filter or JUNK Mail. If you have not received confirmation within 48 hours of submitting your application, please call 785-229-3634 to verify your application has been received. For additional information, contact Human Resources at 785-229-3634 or e-mail [email protected].

Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-229-3634 at least two days prior to the scheduled test or interview.

The City of Ottawa is an Equal Employment Opportunity Employer.

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Police Records Specialist

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