Criminal Records Specialist

Arizona-Department-of-Public-Safety; Phoenix (AZ); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

None

Job summary

The Arizona Department of Public Safety is seeking motivated individuals for Criminal Records Specialist positions in Phoenix. You will perform skilled data entry, file searches, and maintenance of criminal justice reports while ensuring accuracy and confidentiality.

The role supports compliance with state and federal laws and involves assisting internal and external requests. Approved applicants will participate in the written exam as part of a competitive process.

Qualifications

• One year of clerical experience including word processing or data entry.
• Must obtain ACJIS Terminal Operator Certification within six months of hire.
• Ability to travel may be required; holidays, weekends and shift work may be required.

Responsibilities

• Query information on computerized criminal justice information systems to obtain or disseminate records.
• Communicate with public and agencies to resolve records problems and verify information.
• Enter data into computerized systems and tracking software to maintain accuracy.
• Proofread paperwork and compare data for accuracy.
• Monitor access and dissemination of criminal records to ensure security and compliance.
• File, retrieve and maintain information to fulfill requests from internal/external sources.
• Train new employees in unit procedures.

Skills

Word processing

Excel

Data entry

Communication

Teamwork

Attention to detail

Education

High school diploma or equivalent

Tools

ACJIS/NCIC System

SHEILDS

TraCS

MS Word

MS Excel

Job description

The Arizona Department of Public Safety is seeking motivated individuals for our Criminal Records Specialist positions who are responsible for performing skilled data entry, file searches, maintenance and retrieval of criminal justice reports, records and other related materials. Performs complex record keeping, filing duties, compilation of statistics and general clerical work. Information retrieved and released must be accurate and released only to authorized personnel. Performs related duties as assigned. This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list.

TESTING

Approved applicants will receive an invitation to participate in the written exam. The in-person Written Exam is scheduled on Fri day October 9, 2026. Written Exam - Multiple Choice = 100% weighted. Please click here to review the Exam Plan. This is a competitive classification. Must successfully complete the examination process.

1. 1. Queries information on computerized criminal justice information systems (e.g., ACJIS/NCIC, MAS, SHIELDS, N-DEX, etc.) to obtain or disseminate criminal history information in response to internal and external requests.
2. 2. Contacts with the public and/or various criminal justice agencies in order to resolve records problems and complaints; explain laws and procedures; request, provide or verify information; and/or collect fees.
3. 3. Enters data of criminal activity information from various sources or application information or user agency information into computerized criminal justice information systems (e.g., ACJIS/NCIC, SHEILDS, TraCS, etc.) or tracking systems to add, update, modify or purge information. Enters general information into a computerized tracking system in order to originate, update, reconcile, transfer or track data.
4. 4. Verifies submitted paperwork by proofreading and comparing data to ensure accuracy.
5. 5. Reviews files, documents or computer printouts to ensure quality control of completeness and accuracy of criminal justice information.
6. 6. Confirms arrest warrants to determine validity and release for action by law enforcement agencies and the courts.
7. 7. Receives, opens and routes incoming mail.
8. 8. Remains current on job-specific procedures in order to apply appropriate methodologies through familiarization with various manuals, publications, bulletins, state and federal laws; and attending meetings and training courses.
9. 9. Tracks assignments to assure accurate and timely completion.
10. 10. Monitors access and dissemination of criminal record information in order to maintain security in compliance with federal and state laws.
11. 11. Files, retrieves and maintains a variety of information to ensure compliance with state and federal laws and to fill requests from internal and external sources.
12. 12. Monitors teletype inquiries for criminal history information in order to ensure prompt response, take appropriate action, and ensure other law enforcement agencies respond appropriately and within time limit parameters in accordance with state laws.
13. 13. Trains new employees in unit procedures under the direction of the supervisor.
14. 14. Processes and distributes daily reports to track daily work progress, project status and statistics.
15. 15. Prepares records for or requests copies from storage.

Knowledge of:

1. 1. business English, spelling, grammar and punctuation.
2. 2. modern office practices, procedures and equipment.
3. 3. records management systems.

Skill in:

1. 1. operating a personal computer utilizing a variety of business software such as Word and Excel.
2. 2. reviewing, proofreading, editing and verifying forms, documents, computer printouts and other written materials for accuracy in content of information, calculation, coding and adherence to policies and procedures.

Ability to:

1. 1. deal courteously and tactfully with individuals seeking information about department functions and activities.
2. 2. work as part of a team.
3. 3. file documents in alphabetical or chronological order.
4. 4. exercise good judgement in safeguarding sensitive and confidential information.
5. 5. understand written and verbal instruction to complete assigned tasks accurately.
6. 6. perform detailed work with a high degree of accuracy.
7. 7. calculate mathematical problems involving addition, subtraction, multiplication and division.
8. 8. establish and maintain effective working relationships with those contacted in the course of assignment.
9. 9. read, comprehend and interpret written materials of simple or moderate complexity.
10. 10. work with interruptions.
11. 11. adapt to changing priorities.
12. 12. work independently with minimal supervision.
13. 13. organize, prioritize and perform multiple tasks.
14. 14. work within stringent deadlines to complete work assignments.
15. 15. effectively communicate orally and in writing.
16. 16. evaluate information, make decisions, and take appropriate action.
17. 17. learn automated criminal information systems and appropriate codes (e.g., NCIC, ACCH, FACT, etc.).
18. 18. operate a multiple line telephone system.
19. 19. take accurate and concise notes on research information.
20. 20. initiate the expansion of a task to achieve an established goal.
21. 21. deal with irate people.Requires one (1) year of clerical experience to include word processing or data entry skills.

ADDITIONAL REQUIREMENTS:

Must obtain ACJIS Terminal Operator Certification within six months of hire, and maintain certification throughout the course of this assignment with the Department.

May be required to travel to perform certain work functions.

Holidays, weekends and shift work may be required.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Office setting.

Bending, stooping, kneeling and/or squatting to access or file records may be required.

Moving items up to 40 pounds from one location to another may be required.

May be required to sit for extended periods of time.

Progression to the next pay step requires an overall performance rating of at least "Standard" in the last 12 months.

Must successfully complete the examination process.

FLSA Status: Non-Exempt