Part-time Police Support Specialist

Overview

The Missoula Police Department is seeking a detail-oriented, service-minded Police Support Specialist to provide essential administrative and records support to officers, staff, and the public. This position works an intermittent schedule, supporting departmental operations as needed. The role plays a key part in documenting non-emergency incidents, maintaining accurate law enforcement records, and ensuring information is processed and shared in accordance with local, state, and federal requirements.

Working in a fast-paced public safety environment, the Police Support Specialist assists citizens, processes reports and data, supports court-related documentation, and helps maintain secure records systems. This position is part of a formal career ladder that recognizes growth in responsibility, knowledge, and complexity of work over time.

• Answer department telephone, determine whether calls are emergency or non-emergency, and direct the call to the appropriate personnel.
• Gather information from citizens, in-person or via the telephone, to complete concise police incident and case reports.
• Process all incoming police and accident reports, including reviewing officer’s reports for accuracy and completeness, and merging the reports into the records management system according to the National Incident Based Records (NIBRS) guidelines.
• Perform data entry, coding incident reports, case records, and other information into department software and spreadsheets to maintain accurate records.
• Prepare reports for court-related activities and other local, state, and federal agencies, as dictated by state and federal law, including monthly reports to Montana and the FBI.
• Enter information into National Crime Information Center (NCIC)/Criminal Justice Information Network (CJIN) databases within the prescribed time limits; query systems to obtain government/agency records, including driving records and criminal histories, and relay to authorized personnel via electronic communication, in person, or two-way radio.
• Conduct monthly validations of entries into NCIC/CJIN databases and modify records with additional information, as needed.
• Accept and record payments for departmental services, such as: records checks, police reports, and fingerprinting.
• Monitor holding cells, door locking system, building alarm panels, and parking lot security cameras; extract video recordings from security cameras, as needed, for investigations or other court-related activities.
• Conduct emergency callouts for Police emergency response teams, and other departments after normal business hours.
• Receive and log evidence and property according to department policy.
• Maintain appropriate records subject to bi-annual audits from Montana Department of Justice and FBI Criminal Justice Information Systems.
• Provide a variety of administrative support to customers, City personnel, and authorized personnel.

• Knowledge of record management and the ability to maintain the confidentiality of police records.

• Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and learning job-specific applications and equipment.
• Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationships with diverse individuals.
• Skill in professionally and sensitively serving distressed citizens with the ability to resolve conflicts with facilitating outcomes while maintaining a calm demeanor.
• Ability to cope with repetitive exposure to written and pictorial violent and disturbing criminal events as depicted in department reports and investigations.
• Ability to prepare reports, documenting the facts and actions regarding criminal and civil law enforcement incidents.
• Ability to complete and maintain CJIN certification, provided by the Police Department (re-certification required every two years).
• Ability to obtain notary certification and maintain certification to prepare documents for Municipal and District Court(s).
• Ability to learn how to assess various situations to determine appropriate action.
• Ability to learn and interpret local, state, and federal…