Job Description

Police Records Specialist

The City of Grand Forks is looking for a detail oriented, organized, and service minded professional to join our Police Department as a Police Records Specialist. This position plays a vital role behind the scenes ensuring police reports and records are accurate, accessible, properly maintained, and handled with confidentiality. As a Police Records Specialist, you will serve as an important connection between the Police Department, law enforcement agencies, and the public. This position works with a variety of sensitive records and information, performs data entry and quality control, processes reports and payments, responds to public inquiries, and ensures information is released in accordance with applicable laws and department policies.

Essential Functions:

• Perform data entry functions; examine and verify all data prior to input, reconcile discrepancies. Input, code, file, maintain, and update computer and non-computer based criminal/non-criminal records and other law enforcement files including adult and juvenile incident reports, citations, accident reports, parole records, case management programs. Prepare and scan reports for archive.
• Respond to general public both on the phone and in person as the main information center for the police department; provide assistance regarding routine and complex matters using independent judgment while ensuring compliance with applicable Open Records laws and departmental policies.
• Transcribe digitally recorded statements and supplements related to police reports and investigations. Monitor and prioritize transcription workload according to investigative or prosecutorial requirements.
• Process, maintain, and update all parking tickets, notices, and warrants daily. Maintain and update parking ticket review program and immobilization program.
• Collect fines and payments for a variety of reports, tickets, licenses and prepare deposit; record and balance daily ledger; maintain record of all payments and prepare daily and monthly reports.
• Process background checks from a variety of local, state, and federal agencies in compliance with applicable Open Records laws.
• Release police department records to a variety of agencies and the general public in accordance with applicable Open Records laws and department polices or practices designed to protect confidential and law enforcement sensitive information.
• Register offenders; assist in completing state forms and ensure accuracy; coordinate fingerprints, photos, and DNA completion; enter, maintain and update computer information and submit appropriate forms to ND BCI.
• Monitor workload, priorities and deadlines. Organize and maintain filing. Process NCIC validation. Receive, sign for, screen, and distribute mail and packages; prepare outgoing mail.
• Provide credible testimony in a court of law.

Marginal Functions:

• Compile, format, and submit statutory State of North Dakota and federal statistical reports. Design and prepare analytical and statistical reports applicable to calls for service and activities.
• Testify in court regarding official administrative practices of agency.
• Perform related duties and responsibilities as required.

Typical Qualifications:

Knowledge: Principles and procedures of police records recording, retrieval and reporting; Pertinent Federal, State and local laws, codes and regulations governing the maintenance and release of police records; Modern office procedures, methods and computer equipment; basic mathematical principles; English usage, spelling, grammar and punctuation.

Skills: Communicate clearly and concisely both orally and in writing; Establish and maintain effective working relationships with those contacted in the course of work; Maintain physical condition appropriate to the performance of assigned duties and responsibilities; Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities; Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.

Abilities: Prepare, process, and maintain a wide variety of police reports and records accurately and efficiently. Maintain confidentiality regarding police records. Respond to inquiries and requests from the general public and various agencies requiring interpretation of various city policies and procedures. Work independently in the absence of supervision. Prioritize workload as necessary in order to meet schedules and timelines. Maintain composure while dealing with hostile, intoxicated, or emotionally disturbed subjects. Maintain mental capacity to process sensitive or graphic police records. Ability to multi-task. Operate and troubleshoot office equipment, computers and supporting software applications. Conduct research in the law enforcement field. Independently prepare correspondence.

Supervisory Controls: The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

Guidelines: Guidelines include agency directives, the North Dakota Century Code, state open records guidelines, the FBI NIBRS reporting manual, NCIC guidelines, DOT/TRACS guidelines, the Marsy's Law Guide, and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work: The work consists of related specialized duties. The volume of data to be recorded, the need for accuracy, and strict deadlines contribute to the complexity of the position.

Contacts: Contacts are typically with co-workers, other city personnel, representatives of other law enforcement agencies, court personnel, attorneys, and members of the general public. Contacts are typically to give or exchange information, to resolve problems, or to provide services.

Physical Demands/Work Environment: Office environment; exposure to computer screens, copy machine toner; essential and marginal functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; light to moderate lifting and carrying.

Supervisory Responsibilities: None.

Experience: Two years of general clerical experience. Clerical experience within a law enforcement agency is preferred.

Education or Training: Equivalent to the completion of the twelfth grade with supplemental training in office administration or a related field. Specialized training in records management, general office duties, or a related field is preferred.

License or Certificate: Possession of or ability to obtain a valid driver's license. Possession of or ability to obtain a valid National Crime Information Center (NCIC) certification. Possession of or ability to obtain a valid Notary Public Commission.

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