Administrative Assistant​/Records PD

Job Posting:
Police Administrative Assistant/Records

City of Bloomfield – Police Department
Requisition #: 2026-01-PD

The City of Bloomfield is seeking a detail‑oriented and customer‑focused Police Administrative Assistant/Records to join the Bloomfield Police Department. Under the general supervision of the Deputy Chief or designee, this position performs a variety of routine administrative and clerical duties to support and expedite records management processes. Responsibilities include greeting customers at the front window, scheduling driving tests, maintaining police records and case files, and supporting department safety training and administrative operations.

This position plays a vital role in ensuring the accuracy, confidentiality, and timely processing of police records and documentation.

• Collaborates with other administrative staff to complete assigned duties, serving in both primary and backup roles.
• Provides backup support for reception and records management tasks.
• Maintains property logs; enters report narratives and involvement details (names, vehicles, property information).
• Coordinates community events and participates in Police Athletic League (PAL) activities.
• Assists with departmental safety training programs and maintains safety training records.
• Performs other administrative duties as assigned.

• Operates computer systems to access New World and TraCS databases; enters and maintains accurate statistics on calls for service, citations, arrests, incidents, complaints, and other police activity.
• Enters juvenile and adult arrest information and classifies crimes according to established categories.
• Monitors files to ensure accuracy and compliance with NIBRS reporting requirements.
• Ensures compliance with legal guidelines when releasing information; reviews public records requests and researches applicable state and federal laws.
• Maintains property and criminal history records; updates case dispositions in computer systems.
• Prepares reports, generates statistical summaries, and retrieves data as needed for internal staff or external agencies.
• Ensures timely delivery of documents throughout the legal process; prepares report and citation files for court, distributes court notices, and verifies receipt from personnel.
• Enters non‑arrest and non‑citation reports submitted by officers (e.g., thefts, accidents, missing persons).

• High school diploma or GED; and
• One (1) year of progressively responsible administrative, clerical, or records management experience;
  OR
• One (1) year of trade school or advanced education;
  OR
• An equivalent combination of education and experience.

• Working knowledge of standard office practices and procedures, Microsoft Office, and standard administrative equipment.
• Preferred but not required: experience with New World software, TraCS, law enforcement records management, and federal/state grant processes.
• Strong written and verbal communication skills.
• Ability to maintain effective working relationships with staff, elected officials, and the public.
• Exceptional attention to detail and accuracy.
• Ability to exercise initiative, use independent judgment, maintain strict confidentiality, and manage sensitive information.
• Strong organizational skills and ability to maintain comprehensive records.

• Must be eligible to be bonded and able to become a certified Notary Public.
• Must possess a valid New Mexico driver's license.
• Must have no felony convictions and must pass a comprehensive background investigation.
• Must complete and maintain annual training requirements.

Work is performed in an office setting with standard climate controls. Duties require regular use of office equipment, computer work, standing, walking, sitting, reaching, and light lifting. Position requires strong attention to detail, the ability to follow verbal and written instructions, and the ability to maintain emotional stability, confidentiality, and professionalism.

Disclaimer:
The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified.