Police Records Specialist
Listed on 2026-01-12
-
Administrative/Clerical
Government Administration, Clerical -
Government
Government Administration
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Base pay range$28.85/hr - $30.87/hr
Job DescriptionThe Police Records Specialist is responsible for providing complex administrative and technical support to department staff in processing Criminal Justice Information in police records and reports. Duties and responsibilities include receiving, routing, entering, researching, and assimilating data into the department’s records management system or other databases; identifying and maintaining criminal activity data, known offender and statistical information, and performing a variety of related duties associated with the maintenance of departmental records.
Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.
- Review and process reports daily through transcription, ensuring accurate CJIS data entry in the Records Management System (RMS).
- Validate that appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
- Flag errors for review and correction.
- Ensure all case reports, supplements, and related documentation are accurately linked within the report file.
- Instruct and provide feedback to department personnel regarding report composition, policies, and procedures.
- Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public.
- Ensure compliance with the Minnesota Government Data Practices Act, applicable federal laws, and department guidelines.
- Review daily citation correction and dismissal recommendations from agency personnel.
- Review weekly citation dismissal requests; research, compile documentation for administrative review, and submit dismissals through court administration.
- Assess citation volume and assign citations to administrative assistants for processing, as needed.
- Process citations for submission to courts.
- Respond to public inquiries related to citations.
- Enter, update, purge, review, and retrieve data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
- Perform criminal history and records checks for law enforcement subjects, prospective employees, and ride-along applicants.
- Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authorities.
- Assist prosecutors with time‑sensitive court requests for evidence.
- Share data with Equal Opportunity & Title IX, the Care Team, Behavioral Consultation Team, and Student Conduct, as needed.
- Apply records retention policies and procedures to digital and physical records.
- Organize, retain, and purge agency case files in accordance with established schedules.
- Respond in person, by email, and by phone to inquiries related to police reports, citations, and law enforcement data.
- Submit documentation to the BCA for criminal background checks.
- Review results and advise appropriate agency personnel.
- Analyze and update law enforcement data in crime maps and expanded coverage zone spreadsheets for internal and external stakeholders.
- Serve as…
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