Police Records Specialist

To perform a wide variety of responsible and complex administrative secretarial and clerical duties in support of the police department. The position requires the use of independent judgment, broad knowledge, and understanding of policies, modern office and clerical processes, and technical data and information systems. Must be able to interpret and explain city and department policies and procedures. Serves as the central records-keeping information center for the police department; provides information to other agencies and the public in accordance with open records laws and confidentiality requirements. Provides input for planning and implementation of new procedures and policies relating to the police records function.

Examples of Duties

Essential Functions:

1. 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.

2. 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.

3. Transcribe digitally recorded statements and supplements related to police reports and investigations. Monitor and prioritize transcription workload according to investigative or prosecutorial requirements.

4. Process, maintain, and update all parking tickets, notices, and warrants daily. Maintain and update parking ticket review program and immobilization program.

5. 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.

6. Process background checks from a variety of local, state, and federal agencies in compliance with applicable Open Records laws.

7. 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.

8. 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.

9. Monitor workload, priorities and deadlines. Organize and maintain filing. Process NCIC validation. Receive, sign for, screen, and distribute mail and packages; prepare outgoing mail.

10. Provide credible testimony in a court of law.

MARGINAL FUNCTIONS:

1. 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.

2. Testify in court regarding official administrative practices of agency.

3. Perform related duties and responsibilities as required.