Records Specialist | About the Position

At the Santa Clara Police Department, our Records Specialists are a critical part of our law enforcement team. The work of a Records Specialist includes both interacting with the public and working behind the scenes. What is the best part of being a Records Specialist? You will have an incredible opportunity to help people in a meaningful way. Records Specialist staff our front desk and often times, they are the first employees to interact with a member of the public. It is true that they often see people at their worst which can be tough. But being a Records Specialist will allow you to help those who might be confused, frustrated, scared, or overwhelmed. By using the training we will provide you and relying on the power of our Records Specialist team, you will be able to provide comfort and information to those in need.  

Being a Records Specialist with our Department is not limited to just working at our front desk. Our Records Specialist also conduct background checks for our police officers in the field. They use law enforcement databases to find information about suspects that officers are investigating and then communicate with officers via 2-way radio. They also build photo line-ups, review police reports, assist in our Temporary Holding Facility, and perform a wide variety of other tasks. This is far from a simple data entry job! As a matter of fact, we asked one of our rockstar Records Specialists to tell us what most surprised her about becoming a Records Specialist? She stated, “The most surprising part was that female Records Specialists are tasked with searching female prisoners who are brought into the Temporary Holding Facility when there are no female Jail Services Officers on duty.” That’s right, you may be tasked with assisting our officers in conducting custodial searches of female prisoners we bring into our police station. Don’t worry though, you will receive plenty of training on how to conduct the search and our officers will be right by your side when you do it. This job function is one of the reasons that our Records Specialists are important parts of our team.  

Some applicants are a little concerned about having to talk on a police radio.  Even some experienced Records Specialists who come to us from other agencies have never actually worked over a radio. While it can be a little intimidating to have to learn radio codes and then talk to our officers on the radio.  Rest assured we will provide you the training you need to be confident. One Records Specialists summed it up by saying, “It took some time, but with training and encouragement I eventually became comfortable with my radio traffic and confident in my ability to provide it in a timely manner.”

Wondering if this is a 9-5 job? No way! Our Records Department is open 24 hours a day meaning our Records Specialists work a variety of different shifts. Whether you work during the day or at night, you will be assigned to a particular area within the Records Department. You will receive a multitude of requests and learn how to prioritize them so you can perform quickly and efficiently. You may be responsible for assisting officers who come to the counter or answering and triaging telephone calls from other law enforcement agencies and the general public.  You may be assigned to enter information into databases which will require you to adhere to strict Department of Justice guidelines. No matter the assignment, each day you will be presented with different challenges and an opportunity to learn and improve your performance.

The biggest mistake we see is that applicants may confuse this position with simply being a “data entry” job. They mistakenly believe it will be solitary type of position work where one can work at their own pace. In reality, the Records Unit is a small team where teamwork is essential. As a Records Specialist, you will spend a great deal of time with your teammates. As is common in law enforcement careers and shift work, the time you spend with your co-workers may rival the time you spend with your family. That is why it is critical that Records Specialists are team players who are always ready to jump in and lend a hand.  

Whether you are making a career change or a Records Specialist who wants to transfer from another agency, the Santa Clara Police Department is the agency you want to work for. Our Records Unit and every other part of our organization strives for excellence in all that we do. We are a team and becoming a Records Specialist is a way for you to be a meaningful part of it.