Police Records Specialist

About the Job

The 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’srecords management system or other databases; identifying and maintaining criminal activity data, known offenderand 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'sroles and responsibilities as a whole.

• Process & Maintain Police Reports and Related Documentation
• Review and process reports daily through Transcription, ensuring accurate CJIS data is documented within the Records Management System (RMS).
• Validate appropriate NIBRS, MOCs, and/or UOCs are appliedcorrectly to reports.
• Flag errors for review.
• Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
• Instruct and offer feedback to department personnel regardingreport composition, policies and procedures.
• Respond to Data Requests
• Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public incompliance with the Minnesota Government Data Practices Act,applicable Federal law, and department guidelines.
• Process Citations
• Review daily citation correction and dismissal recommendations from agency personnel.
• Review weekly citation dismissal requests. Research and provide documentation for administrative review, and submit citationdismissals through court administration.
• Evaluate the volume of citations and assign them to administrative assistants for processing as needed.
• Process citations to courts.
• Answer questions from the public regarding citations.
• Perform Criminal Justice Data Network (CJDN) Operator &Assistant BCA Terminal Agency Controller (TAC) Duties
• Enter, update, purge, review, and retrieve pertinent data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
• Run Criminal History Checks & Records Checks Related to Law Enforcement Subjects, Prospective Employees & Ride Along Applicants
• Collaborate with Multiple City & County Attorneys Offices
• Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authority.
• Assist in fulfilling time sensitive Court requests from Prosecutors for evidence.
• Collaborate with University Departments
• Share data with Equal Opportunity & Title IX, the Care Team,the Behavioral Consultation Team, and/or Student Conduct asneeded.
• Maintain Records Retention Schedule
• Apply policies and procedures to digital and physical recordsholdings, organizing, retaining, and purging agency case filesaccordingly.

• Provide Customer Service
• In person, by email and over the phone, answering questionsrelated to police reports, citations, and law enforcementdata.
• Execute Fingerprint Check Process for Prospective Employees
• Submit documentation to the BCA for criminal background checks,review results and advise appropriate agency personnel.
• Maintain Jurisdictional Crime Map & Expanded Coverage Zone Statistics
• Assess and add law enforcement data to crime map and expandedcoverage zone spreadsheet for external and internal stakeholders toreview.
• Act as Backup to the UMPD Criminal Records Manager
• Other Projects and Duties as Assigned

• Maintain & Upload the Daily Crime Log to the Public Safetywebsite
• Identify trends that may result in a Safe U notification
• Collect & Collate UMPD Annual Clery Statistics
• Review police reports for Clery Act offenses
• Review identified reports for inclusion in UMPD Clery Actstatistics

• BA/BS plus at least two years of law enforcement experience, or acombination of related education and work experience equal to sixyears.
• Ability to develop and maintain working relationships.
• Strong verbal and written communication skills.
• Ability to process and handle confidential and sensitive information with discretion
• Must pass in a public safety background investigation andfingerprint-based criminal history check.

• Knowledge of Minnesota State Statutes and Law Enforcement Practices
• Knowledge of Law Enforcement systems
• Knowledge of Minnesota Data Practices Act
• Knowledge of National Incident Based Reporting System (NIBRS),Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act
• Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercisediscretion in the…