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.

Employees receive a raise on their anniversary date each year. This position also receives a 6% Cost of Living Adjustment (COLA) increase in January 2027 per the Union contract.

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

• 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 ensuring the data is accurate and in accordance 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.

To perform the Records Specialist position successfully, an individual must be able to perform each essential function satisfactorily.

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

• Department‑specific certifications and/or licensures, if applicable.
• Minnesota Data Practices Laws training.
• Compliance 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.

• Type accurately at a minimum speed of 60 words per minute.
• 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.

The Records Specialist requires general knowledge of modern police record keeping procedures and practices; general knowledge of police forms, terminology, and records; general knowledge of police programs, policies and procedures; ability to perform a considerable volume of detailed record work; ability to maintain files; ability to type accurately and at a reasonable rate of speed; ability to operate general office and data entry equipment;

ability to follow written and oral directions; ability to establish and maintain effective working relationships with associates and the general public; thorough knowledge of standard office practices,…