Entry Level Records Management Jobs in California

Salary : $57,934.50 - $80,301.00 Annually
Location : San Ramon, CA
Job Type: Temporary
Job Number: 2026-08-U111
Department: Police
Opening Date: 08/06/2026
Closing Date: 8/20/2026 11:59 PM Pacific
Description
THIS IS A TEMPORARY PART-TIME OPPORTUNITY ONLY WITH NO PERMANENT PLACEMENT
Pay Ranges
Police Records Technician I: $29.71 - $37.13
Police Records Technician II: $32.94 - $41.18
APPOINTMENTS TO POLICE RECORDS TECHNICIAN I OR POLICE RECORDS TECHNICIAN II POSITIONS WILL BE DETERMINED BY LEVEL OF EXPERIENCE.
Police Records Technician I is the entry-level position initially under close supervision, incumbents with some office support and public contact skills learn City practices and procedures. Police Records Technician II is the full working level position in which incumbents are expected to perform the full range of office support duties.
Under general supervision, the Police Records Technician performs a wide variety of technical and clerical law enforcement support duties related to gathering, recording, maintaining, retrieving and distributing highly sensitive and confidential law enforcement data and information necessary to maintain and preserve public safety, welfare, and/or health; enters reports and data into a variety of automated law enforcement records systems; ensures that records and information are accurate, clear and comprehensive for law enforcement personnel and the general public; demonstrates a full understanding of all applicable policies, procedures and work methods associated with assigned duties; and performs other duties as required.
The Ideal Police Records Technician Candidate

• Understands and interprets instructions, rules, regulations and laws pertaining to the handling and maintaining of law enforcement records;
• Understands the principles of a law enforcement records management system and how the preparation of, processing, indexing, and releasing of police records are handled;
• Has basic understanding of the California statutes relating to civil and criminal record keeping;
• Performs responsible and confidential support work within a police department involving the use of independent judgment;
• Handles, organizes and prioritizes multiple work requests under pressure with frequent interruption;
• Operates standard office equipment and specialized automated law enforcement information systems;
• Understands and follows instructions;
• Works a flexible schedule, as needed, including nights and possibly holidays;
• Calms distressed citizens in order to gather sufficient information to act appropriately;
• Works independently and use good judgment when applying applicable laws, codes and regulations;
• Communicates clearly and concisely, both orally and in writing;
• Uses modern office equipment and technology and
• Establishes and maintain effective working relationships.

Typical Duties Include
Entering and maintaining accurate data and information into the California Law Enforcement Telecommunication System (CLETS) including stolen vehicles, missing and unidentified persons, and lost/stolen property; retrieving information from a variety of state and local automated systems to include entry, second check and validation of selected records; processing and distributing crime, incident, arrest and accident reports to the general public and various agencies for Investigations for the DA's Office filing; assisting and providing information to the public in person and by telephone; answering phones and provide assistance to the public, other city staff and outside agencies; processing subpoenas, maintaining accurate records as they relate to individual files or criminal history information; performing Live Scan and Ink Card fingerprinting; and demonstrating a full understanding of applicable policies, procedures and work practices associated with assigned duties.
Knowledge and Abilities
Knowledge of:
Departmental practices and procedures and applicable City policies; principles and practices of data collection and report preparation; modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications; basic accounting methods, procedures, and terminology; principles of business letter writing; basic principles of record-keeping and cash handling; English usage, spelling, vocabulary, grammar, and punctuation; and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
Respond to and effectively prioritize multiple phone calls and other requests for service; learn, interpret, and apply administrative and departmental policies and procedures; compose correspondence and reports independently or from brief instructions; maintain records and databases; make accurate arithmetic computations; perform responsible clerical support work with accuracy, speed, and minimal supervision; learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; organize, maintain, and update office database and records systems; file materials alphabetically, chronologically, and numerically; schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work; operate modern office equipment, including computer equipment and word-processing, database, and spreadsheet application programs; use English effectively to communicate in person, over the telephone, and in writing; use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications
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:
Education
Office Technician I/II: Equivalent to the completion of twelfth (12th) grade.
AND
Experience
Office Technician I: One (1) year of general office support or secretarial experience.
Office Technician II: One (1) year of experience performing office support or secretarial duties equivalent to those of the class of Office Technician I.
Licenses and Certifications

• Specified positions must possess and maintain a valid California class C driver's license and a satisfactory driving record. A valid California Driver's License is not a requirement for this position. However, persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Driver's License; alternatively, persons hired into this class could use alternative means of transportation as part of their job duties.

Desirable Qualifications

• For Records (Office) Technician I, a minimum of (1) year of police records experience; working in a Law Enforcement Field within a Records Division/Unit.
• For Records (Office) Technician II, minimum of (3) year's police records experience; working in a Law Enforcement Field within a Records Division/Unit.

Recruitment Process
The most qualified applicants, as determined by initial screening of applications, will be placed in a temporary candidate pool and sent to the hiring department.
The City of San Ramon is an equal opportunity employer and does not discriminate against race, color, religion, national origin, age, sex origin or disability. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (925) 973-2502.
Information contained herein, including the recruitment process, is subject to change without notice.
The City's excellent benefit package includes CalPERS retirement; medical, dental and vision plans; Medical Insurance is provided to employees through the CalPERS Public Employees Medical and Hospital Care Act (PEMHCA). City pays up to the Kaiser Bay Area Rate.12 days of vacation and 12 days of sick leave accrued annually; 10.5 paid holidays; 3 floating holidays; adoption benefits; short- and long-term disability; employee assistance program; group and supplemental life insurance; and a retiree health savings plan. Option to participate in the City's 457 deferred compensation and/or 457 Roth plans.
for a detailed summary of our benefits by bargaining unit.
01
Please indicate your highest level of education completed.

• High School or Equivalent
• 1 year college (30 semester/45 quarter units)
• 2 years of college (Associate's Degree or 60 semester/90 quarter units)
• 3 years of college (90 semester/135 quarter units)
• 4 years of college (Bachelor's Degree or 120 semester/180 quarter units)
• Master's Degree or above

02
How many years of general office support or secretarial experience do you possess?

• None
• Less than 1 year
• 1 year but less than 2 years
• 2 years but less than 3 years
• 3 years but less than 4 years
• 4 years but less than 5 years
• 5 years or more

03
How many years of experience do you possess working in records management system(s)?

• None
• Less than 1 year
• 1 year but less than 2 years
• 2 years but less than 3 years
• 3 years but less than 4 years
• 4 years but less than 5 years
• 5 years but less than 6 years

04
If you have experience working in a records management system, please name the system(s) you have navigated or write N/A.
05
Please describe your professional work experience coordinating or responding to requests for information regarding public records. Include the number of years of experience, title of your position and where the experience was gained.
06
Please describe your professional work experience preparing records to respond to subpoenas. Include the number of years of experience, title of your position and where the experience was gained.
07
Please list any California Commission on Peace Officer Standards and Training (POST) courses you have taken that are specific to records management. If you have not taken any courses, please indicate N/A.
08
Have you attended the Basic Records Course certified by the California Commission on Peace Officer Standards and Training (CA POST)?

• Yes
• No

09
Have you attended a California Public Records Act course? If so, when?
10
What is CLETS? Can anyone have access to this system, or are there restrictions set?
Required Question