Records Specialist

Job Description:

Records Specialist

Description

Description

Join a team that values professionalism, innovation, and community partnership in delivering exceptional public safety services. Make a meaningful impact with the Los Altos Police Department—apply today and help shape a safer tomorrow.

ABOUT THE DEPARTMENT

The Los Altos Police Department is a progressive, community-focused organization committed to delivering high-quality public safety services to a population of 31,625 residents. With 32 sworn officers and 17 professional staff members the core divisions include Patrol, Investigations, Traffic, 911 Communications, Records and Property and Evidence, with specialized units such as SWAT and Canine Handler. The department takes pride in its dedication to community-oriented policing and its continued efforts to serve with professionalism, integrity, and excellence.

ABOUT THE POSITION

The Records Specialist position offers an exciting opportunity to contribute to the essential administrative and records support to the Police Department. As a point of contact for the public and maintaining accurate law enforcement records, this position responds to public inquiries, processes and enters police reports, operates office equipment and computer systems, and prepares reports for minor incidents. The Records Specialist researches and releases authorized information in compliance with state laws and court orders and supports department personnel with records-related requests.

IDEAL CANDIDATE

The ideal candidate is a detail-oriented and professional individual with strong communication and interpersonal skills, capable of interacting courteously with the public in both routine and high-stress situations. They demonstrate accuracy and discretion when entering and researching sensitive law enforcement data and are comfortable handling confidential information in compliance with legal requirements. The successful candidate is highly organized, able to manage court-related documentation, warrants, and subpoenas, and can effectively coordinate with internal staff, courts, and external agencies. They remain calm under pressure, exercise sound judgment, and consistently provide reliable administrative support to police operations. Strong communication skills, sound judgment, and proficiency in standard office software tools are essential.

RECRUITMENT PROCESS

This position will remain open until closing on February 25, 2026 at 5:00PM with a first review of applications on February 11, 2026. This recruitment will be used to fill the current vacancy and may also be used to establish an eligibility list for future vacancies in this or similar classifications. The selection process will consist of an evaluation of each applicant's training and experience based on the application materials. Candidates whose backgrounds best match the position requirements may be invited to participate in the selection process.

Due to the sensitive nature of the information handled in this position, the final candidate(s) will be required to successfully complete a comprehensive pre-employment background investigation, a polygraph and psychological examination prior to appointment.

Examples of Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Responds to inquiries by the general public with information on police services and procedures.
• Enters data from various police reports.
• Researches and supplies various information and reports to authorized persons other than department personnel as permitted by law.
• Prepares cases for filing with the court or District Attorney’s Office, coordinates service of subpoenas on public and department personnel, maintains departmental forms supply as assigned.
• Sends warrant notification letters to offenders. Confirms and verifies warrant information with other agencies. Ensures warrants received from court are complete and accurate.
• Uses interpersonal skills in dealing with irate persons and emergency situations.

Please click here to review the full description of the Records Specialist .

Minimum Qualifications

EXPERIENCE AND EDUCATION:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

EXPERIENCE:

• One year of full-time clerical experience and customer service

EDUCATION:

• Training and experience equivalent to graduation from high school

KNOWLEDGE OF:

Basic English and arithmetic; City and Police Department policies, procedures and services; types, sources and the nature of police records.

SKILL AND ABILITY TO:

Accurately type 40 words per minute; maintain a wide variety of records related to police services; courteously and tactfully relate to the public and law enforcement personnel; process related police matters such as receive bail money, schedule court dates, etc.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Occasional heavy and unpredictable workloads. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. Vision to read printed materials and a computer screen, and hearing and speech to communicate in person, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

EQUAL OPPORTUNITY EMPLOYER

The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Closing Date/Time: 2/25/2026 5:00 PM Pacific

Salary:

$3,002.53 - $3,649.59 Biweekly