Job Description

Police Records Specialist

Performs a variety of clerical duties involved in the processing of police related information. Performs office support work of moderate difficulty performing a wide variety of activities for the Support Services Division including answering phones; copying; opening, sorting and distributing mail; scheduling meetings and court attendance; composing and typing correspondence; entering data into specialized systems; using specialized record systems; serving customers; preparing and maintaining records, files, documents, and calendars; distributing meeting materials; issuing permits; posting legal notices; assigning account numbers and codes to forms and record management systems; and, performing related office support functions.

Essential Functions And Responsibilities

• Police Records Staff is responsible to provide customer service support exercising discretion while building relationships with the community, external entities, departmental personnel and representatives from other agencies in obtaining police records information, in accordance with established procedures, rules, laws and guidelines.
• Answer inquiries and requests for service from in-person contact, over the telephone, electronically or via e-mail. Open sort and distribute mail: receive and receipt monies such as payments, fees and/or department deposits. Prepare monthly balance sheet for City Finance as requested.
• Retrieve, organize, enter, update and maintain factual information through specialized computerized databases to obtain, verify, code, and update information such as citations, calls for service, criminal report information and stolen property and other related data entry; print reports as required.
• Classify crimes and citation in order to submit to state agencies for further process. Transcribe reports and police related statements; process application for Permit to Purchase firearms and ensure investigation results are complete and accurate.
• Access state criminal justice data system for investigation purposes, employment and other various backgrounds (massage, solicitor, ride along, etc..) as needed, and to verify accurate department charges and court dispositions; retrieve and interpret criminal histories on individuals using legitimate purpose codes.
• Enter, verify, modify, and remove NCIC stolen article information.
• Proof and edit, reports, minutes, statements, correspondence, transcribed work, and related work for accuracy, completeness, proper grammar, spelling, punctuation, and word usage.
• The ability to compose correspondence effectively and accurately to relay information to the recipient.
• Generate statistical reports for departmental personnel as requested.
• Screen and release reports and data to appropriate staff, authorities, agencies, or individuals as prescribed by departmental, county, or state regulations and laws, or as required by legal deadlines, with the skill to be in compliance, analyze, and apply Minnesota Data Privacy laws.
• Maintain a court calendar for officers summoned for city, county and state court hearings; notify officers of their status, whether on-call or required to attend.
• Prepare press releases of crime information for outside agencies; monitor and maintain arrest information, fingerprint cards, and court dispositions; notarize affidavits and other documents as required.
• Receive and receipt monies such as payments, fees and/or department deposits.
• Open, sort and distribute mail; maintain office supply inventory, petty cash and related records; maintain any applicable cash controls according to established procedures.
• Developing respectful and cooperative working relationships with co-workers, including willing to assist newer employees so that their job responsibilities can be performed with confidence as quickly as possible.
• Demonstrating by personal example the service excellence and integrity expected from all employees.
• Implementing and adhering to the City of Savage Brand Pyramid and the departments Mission, Vision and Values in day to day activities.

Minimum Qualifications

Two years police clerical experience and high school graduation or GED equivalency, supplemented by college level coursework in office procedures; or any equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities to perform the work.

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