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'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.

Police Records Management: 65%

• 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 applied correctly 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 regarding report 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 in compliance 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 citation dismissals 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 as needed.
• Maintain Records Retention Schedule
  Apply policies and procedures to digital and physical records holdings, organizing, retaining, and purging agency case files accordingly.

Operations Support: 25%

• Provide Customer Service
  In person, by email and over the phone, answering questions related to police reports, citations, and law enforcement data.
• 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 expanded coverage zone spreadsheet for external and internal stakeholders to review.
• Act as Backup…