Records Specialist

Be part of something bigger. Work for Moorhead!

The City of Moorhead is accepting applications for a Records Specialist position in the Police Department. This skilled administrative position provides a variety of administrative, secretarial and record keeping duties and processes and stores law enforcement records, and related work as required.

Hiring Range: $25.13 to $26.13 ($52,286 to $54,369). Full salary range goes to $35.40

RAISES: Employees receive a raise on their anniversary date each year.
Plus, this position also receives a 6% Cost of Living Adjustment (COLA) increase in both January 2026, and January 2027 per the Union contract.

HOURS: Monday - Friday 8:00 am - 4:30 pm

ESSENTIAL FUNCTIONS
The essential functions of the Records Specialist include, but are not limited to the following major duties performed. Duties are listed from most to least important.

• Receives lab reports from forensics lab, processes the reports and provides necessary documentation to outside agencies.
• Sorts information; verifies dates; enters into system; submits to court.
• Greets public, answers phone and responds to voice-mail; assists with their needs or directs to appropriate personnel within office.
• Reviews prosecution reports; records and submits information as necessary.
• Sorts incoming mail; applies appropriate documentation to outgoing mail.
• Accepts requests from insurance company for accident report copies; furnishes requested information and invoices those insurance company requests.
• Releases information and reports to the public and other agencies insuring the data is accurate and falls with data practices and state statute restrictions and guidelines.
• Provides information to citizens and employees.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
• Creates and maintains department systems, files and records in accordance with appropriate retention schedules.
• Performs word processing activities; composes correspondence independently and in accordance with procedures.
• Orders supplies and maintains inventory; maintains purchase orders and requisitions.
• May perform other department-specific administrative duties including: transcription, scheduling, hardcopy/electronic notifications, database maintenance, budget preparation and maintenance, deposit reconciliation/cash handling, timesheet/check request/expense report processing, reservations, travel arrangements, radio operation, processing of confidential information, background checks, meeting coordination.
• Performs other duties as requested.
• Attendance at off-site courses/trainings/seminars may be required.

MINIMUM REQUIREMENTS
To perform the Records Specialist position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience and training required.

Education and Experience

• High school diploma or GED
• Six months experience in a general office environment performing administrative duties, or related field

Training, Certificates, and Licenses

• Department-specific certifications and/or licensures, if applicable.
• Minnesota Data Practices Laws training.
• Comply with CJIS policy requirements, background checks and security testing and ongoing compliance
• Training and Certifications from BCA to access Criminal Data Systems and Driver Vehicle Services (DVS)

Ideal Candidate:
The ideal candidate for the Records Specialist will have the ability to:

• Type accurately at a minium speed of 60 words per minute. Candidates selected for an interview will be tested on typing speed and accuracy.
• Perform a considerable volume of detailed record work, including data entry
• Use basic computer software proficiently, including Microsoft Office Suite programs (Word, Excel, Outlook, etc.)
• Operate general office equipment, including copier, typewriter, fax machine, etc.

KNOWLEDGE, SKILLS, and ABILITIES
The Records Specialist requires general knowledge of modern police record keeping procedures and practices; general knowledge of police forms, terminology, and records; general…