2025 Police Records Specialist

Description

The Police Records Specialist will provide customer service for the Police Department, which can involve extensive in-person and telephone contact with the general public, often under sensitive circumstances. The Police Records Specialist will remain calm and solution-oriented at all times. The Police Records Specialist performs a variety of moderately difficult to complex tasks in support of Police activities. Work may involve interpretation and application of departmental procedures and regulations to other personnel and the general public. The Police Records Specialist works with and is responsible for the security of highly confidential information and demonstrates an ability to effectively communicate and cooperate with fellow employees, outside government agencies, community organizations, and the public to carry out individual and department responsibilities.

Supervision Received: Works under the direction of the Support Captain.

Supervision Exercised: Supervision of other employees is not a typical responsibility of a person in this job classification, except in training of newly hired staff members.

Examples of Duties

The list of duties is a representative sample of the work appropriate to this class and does not include all the duties or specific tasks that may be assigned to a particular position. The incumbent may perform a combination of some or all the following duties:

• Performs a variety of complex, moderate, and routine technical and administrative functions in support of the Police Department. Within established guidelines, interprets laws, regulations, policies, and procedures to provide information to other work units, organizations, or the public.
• Provides consistent, solution-oriented customer service for the department, including but not limited to greeting customers, answering telephone calls and inquiries from the public, providing general information, forms and documents to the public, and referring callers to appropriate department or agency.
• Required responsibilities include thorough understanding of the Records Management System (Mark43), Law Enforcement Database System (LEDS), Computer Aided Dispatch (CAD), and the National Incident-based Reporting System (NIBRS).
• Read, interpret, classify and code information contained in police reports. Calendar officer subpoenas, process public records requests, distribute reports and record information to prosecutors, outside law enforcement, authorized members of the City and other governmental agencies.
• Respond to Police Officer requests by telephone, email, CAD and in person. Handle confidential and sensitive information and records.
• May perform other duties as assigned.
• Individuals employed in this classification will be required to work dayshift.
• With a high level of accuracy, queries, enters, confirms, clears, and locates critical items in LEDS including warrants, criminal histories, stolen vehicles, and/or articles, missing persons, etc. Maintains LEDS record keeping and validations for the department.

Typical Qualifications

Knowledge, Skills, and Abilities
The position requires specialized knowledge of and the skills and abilities to carry out:

• Knowledge of clerical practices, procedures, and equipment. Ability to enter and retrieve data accurately and efficiently. Knowledge of LEDS systems is preferred. Basic knowledge of Adobe, Word, Excel and Outlook.

• Ability to communicate effectively both orally and in writing. Ability to organize workload, handle multiple demands and tasks, and follow office procedures using good, independent judgment efficiently and effectively. Demonstrate professionalism, ability to multi-task, and proficient time management.

• Ability to establish and maintain harmonious working relationships with other agencies, officials, employees, and the ability to deal firmly but courteously with the general public. Ability to remain calm when assisting challenging customers or people in crisis.

Supplemental Information

• Must pass a background investigation – prior criminal history or other factors that would reflect discredit upon the department will be reason for disqualifying that individual from further consideration for employment.
• Valid driver’s license required.