Police Records Specialist

Position Summary

The Records Management Specialist maintains, processes, and retrieves various law enforcement related records, warrants, and traffic reports. Maintains filing system for records. Serves as receptionist for the department. Provides technical assistance to both citizens and other employees.

Reports to:

Records Management Supervisor

Direct Reports:
None

Essential Duties & Responsibilities

• Processes all incoming paperwork and computerized reports from other departments and divisions. Separates, copies and distributes large quantities of completed paperwork to the proper divisions, departments and agencies.
• Enters and retrieves stored records from a variety of storage devices.
• Processes canceled criminal warrants from the courts. Enters and scans recovered vehicle information, vehicle impound data, pawned property, blood alcohol results on arrestees and dispositions from and for both municipal and county courts into Records Management System and Colorado Criminal History Files.
• Processes daily incoming and outgoing mail for County and other City agencies and departments.
• Tracks all reports and documents both incoming and outgoing to ensure integrity of records.
• Responds to customer needs. Serves as receptionist for all divisions within the Department. Provides security checks and electronic access to secured doors within the Police complex.
• Provides systematic checks of available records for private and governmental inquiries including criminal records, accident reports and municipal warrants. Checks local, state and federal histories for officers, Municipal Court and various other police, court, probation and human service agencies.
• Deals with cash monies and securities relating to prisoner bonding, photocopying, and sex offender registration and photos. Submits reconciled cash report on a regular basis.
• Operates numerous pieces of office equipment for data entry, retrieval, archiving, and transmittal of public safety related information including photocopiers, fax machines, optical disk storage equipment and personal computers utilizing several software packages.
• Enters, verifies and maintains data in Records Management System for such purposes as arrests, accident reports, incident and offense reports, deaths, confiscated property, traffic tickets, and other reports related to the public safety function.
• Responsible for researching and extracting digital data from the City Camera system and mug shot system utilized for evidence and/or prosecution of criminal cases.
• Assists in the gathering and entering of pertinent information for monthly and annual statistical reports to include the National Incident Based Reporting System standards and other internal crime reporting information. Enters departmental crime statistics into a variety of computer systems.
• Assists the Patrol Division with various record keeping assignments and computer entry. Scans and indexes all Patrol Division documents.
• Records, maintains and updates fingerprint tracking data on arrests for submission of criminal history information to State and Federal government.
• Processes and collects money for juvenile arrest records released to the public.
• Processes and collects money for Sex Offender Registration to include criminal history and warrant checks. Processes and releases Public Sexual Offender report.

Other Duties & Responsibilities

• Processes petitions to seal criminal records on an as needed basis.
• Scans and maintains hard copy files for permanent retention of death files.
• Verifies and Validates data entered into State and Federal computer systems.
• Performs other duties as assigned and required.

Education

• High School Education or GED; some college work in Criminal Justice helpful

Work Experience

• 2 years of general office experience in Criminal Justice field preferred.

Certifications and/or Licensures

• CCIC/NCIC (must obtain within 3 months of hire)
• CCRN (must obtain within 3 years of hire)

Required Driver’s License

• None

An equivalent combination of education, training and relevant job experience may be substituted.

In addition to the above requirements, new hires must, as a condition of employment, pass the following pre-offer and post-offer/hire processes

• In‑person interviews
• Reference checks
• Background checks, which may include local police check
• DMV check
• Drug Screening
• Fingerprint checks through CBI/FBI.

Working knowledge of

• Colorado Municipal Records Retention Schedule
• National Incident Based Reporting Standards
• General office procedures
• Office equipment
• Windows based software, preferably Microsoft Office and Excel

Basic knowledge of:

• Criminal statutes
• Title 18 of the Colorado Revised Statutes, preferred
• Title 24 of the Colorado Revised Statutes, preferred

• Computer Skills - Strong keyboard skills needed to type 40 words per minute or equivalent.
• Communication - Strong customer service skills needed to…