Police Record Specialist
Police Records Specialist
Description: Maplewood is looking for the ideal candidate who is detail-oriented and can interact well with a diverse range of citizens and law enforcement staff. Key functions include ensuring accuracy and clarity of reports, tracking arrest information and maintaining various databases. We are looking for someone with considerable knowledge of law enforcement policies, operations and data and records management. A component of this job also includes community outreach in non-enforcement and informational-style setting.
SCHEDULE: Generally, Monday - Friday, 8 am - 4:30 pm. May be required to work some evenings/weekends as needed. Major Areas of Accountability Performs skilled typing and word processing including data entry. Types reports, memorandums, form letters, statements and other correspondence from copy, rough draft, or audio recordings. Prepares juvenile petitions, felony and gross misdemeanor, DWI, and other legal documents for use by courts and other government agencies. Sets up, runs and distributes computer-generated reports to internal and external users. Performs accurate filing, scanning or retrieval of Police Department records. Processes, copies, and distributes police reports to the proper personnel or units (Investigator, Patrol, Administration, etc.); classifies offense and non-offense reports, applying proper codes, in accordance with State and County requirements. Responds to walk-in, telephone, email, and mail requests for information and copies of reports in accordance with statutes and policies governing the release of such information. Maintains integrity of Department records system: Checks reports for clarity, accuracy, and completeness and distributes them through computer to various departments & officers. Reviews old records to update BCA validation printout. Reviews and corrects NIBRS errors via the BCA Criminal Reporting System. Protects arrest information from being disseminated on expungement orders. Creates originals/supplemental reports in the departments records management system. Receives orders for protection, types and faxes to the County, obtains case numbers, copies and distributes or files daily as needed; maintains accurate and up-to-date OFP files for department use. Queues citations to be sent to courts. Assists with Community and outreach events as needed. Maintains the department list of Predatory Offenders and checks offenders in as needed. Receives and directs visitors; answers phones, provides information, refers and/or takes messages as appropriate. Sends, removes and distributes faxes and assists officers in use of office equipment. Performs miscellaneous clerical duties as needed, Receipts and accounts for funds received from charges for service. Performs other duties as assigned. Knowledge, Skills & Abilities Considerable knowledge of department policies, operations, and procedures related to police records management. Considerable knowledge of modern office practices, procedures, and equipment including a networked personal computer and department software. Working knowledge of MN Data Practices requirements related to police records access and release of data. Working knowledge of National Incident Based Reporting System codes used to classify data. Considerable ability to type and enter data with speed and accuracy, operate normal office equipment including a personal computer with word processing and database software. Considerable ability to see and read computer screens and documents. Considerable ability to regularly twist and turn, squat, bend and sit sometimes for long periods of time when filing documents, operating a computer, and waiting on customers. Considerable ability to use fine motor skills and manual dexterity to type and enter data into an automated system at 45 wpm with high accuracy from audio tape, written copy or rough draft and to write, frequently using repetitive movements. Considerable ability to deal with citizens and employees with tact, diplomacy, and patience. Considerable ability to check documents for accuracy and completeness, meet deadlines, and maintain orderly and accessible records. Considerable ability to prepare reports and forms. Working ability to hear and speak in English when conversing in person or by phone. Working ability to classify offenses according to MN Statutes and the County system. Working ability to organize and prioritize work and work independently. Working ability to follow both oral and written instructions and follow detailed procedures. Working ability to account for and handle money. Ability to work varying shifts as assigned, including nights and weekends.
Minimum & Preferred Qualifications
MINIMUM QUALIFICATIONS-- Two years of clerical experience involving computerized data entry and retrieval, operation of standard office equipment and customer service. (A clerical, office assistant, or data processing certificate involving 24 semester (32 quarter) credits from an accredited post-secondary institution can substitute for one year of experience.) Must obtain security awareness training within 30 days of hire and CJDN (Criminal Justice Data Network) certification within 6 months of hire, and maintain thereafter.
PREFERRED QUALIFICATIONS-- Experience with file and document management Previous experience working for a law enforcement department/agency. Previous experience working with confidential documents/records.
NOTE: Finalist must undergo and pass a Maplewood Police Department personal background investigation.
Application deadline: 6/1/2022 at 4:30 pm
EOE