Police Administrative Specialist I

APPLICATION DEADLINE: December 14, 2025

Performs a variety of routine and complex clerical duties. Provides administrative support to the police command staff. Manages the release of confidential and sensitive materials in accordance with Montana State law and policies set forth by the department. Assists CJIN TAC in maintaining accurate CJIN records through validations and complete entries. Assists the public by addressing their concerns, answering questions, and referring to the appropriate person or agency to assist with their needs. Completes transcriptions of various audio recordings for prosecution of criminal cases. May conduct fingerprinting of non-criminal individuals. Responsible for managing a complete and accurate archival process for Belgrade PD case files. Audits documentation for accuracy and completeness prior to delivery to the court. Assists the Administrative Manager with duties as assigned.

Job Description/ Essential Duties:

These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.

• Responds to all front counter, telephone, and written inquiries.
• Enters incoming calls for service into the RMS system.
• Maintains and monitors radio contacts with Officers.
• Runs queries for officers as requested.
• Achieves CJIN certificate within required timelines and recertify as required.
• Enter Active Warrants/clear when served or quashed.
• Enter Protection Orders/update as required/clear when expired/dismissed.
• Enter missing/runaway persons.
• Criminal history inquires.
• Validations.
• Maintains accurate records for report requests to include dissemination.
• Video, Audio and Case File redaction.
• Filing and retrieving documents as necessary.
• Audits citations, warnings, APC for accuracy.
• Communicates with the City Prosecutor and staff.
• Copies digital video and audio.
• Releases copies of reports upon approval by the City Attorney and/or District Court.
• Assists in the procurement of department materials and supplies.
• Transcribes recordings as assigned.
• Maintains the confidentiality and integrity of criminal justice information. This position is exposed to most police records, including but not limited to criminal records, requests for services, traffic information, juvenile records, domestic abuse complaints, child abuse complaints, employee personnel files and all written and computerized records. There are legal and internal controls on the release of any information from the Police Department.
• Will have regular interaction with Criminal Justice Agencies.
• Processes fingerprints.
• Performs other related duties as required or assigned.

Minimum Required Qualifications (Education, Experience and Training):

• Graduation from high school or GED; and
• At least two years of related successful experience performing general clerical work in a professional office environment; or
• Any equivalent combination of knowledge, skills, and abilities necessary to perform the work may be considered.

Preferred Qualifications

• Experience working with radio communication.
• Advanced computer skills working with Microsoft Office and other software/database systems (CJIN/NCIC) as needed.
• Experience working in a Police Agency.

Special Requirements/Licenses or Certificates:

• Must possess a valid driver’s license and have the ability to obtain a Montana driver’s license within 60 days of employment.
• Must become CJIN certified within six months of employment.
• Must become certified in CPR/AED when training is available.
• Ability to work outside normal work hours during special situations or for events.
• Offers of employment are conditional upon satisfactory response to an extensive criminal background check, which includes a 10-point fingerprint card, social security trace, search of public databases for criminal, sexual and violent offender, NCIC/CJIN and local records checks, driving record check, and a thorough reference check.

Essential Knowledge, Skills and Abilities Related to this Position:

The successful candidate will possess:

• Written communication skills: word processing, grammar, and spelling.
• Time management and organizational skills.
• Decision making and problem-solving skills.
• Ability to be self-motivated and highly productive.
• Ability to communicate with difficult and potentially hostile people.
• Strong interpersonal skills.
• Strong customer service skills.
• General understanding of local government and municipal police operations.
• Knowledge of administrative data collection, reporting and record keeping.
• Analytical, mathematical, and accounting skills.
• Ability to remain calm in stressful situations.
• Ability to understand reading materials and verbal instructions that require complex interpretation.
• Strong computer skills including Microsoft Office Suite (Excel and Word) and the ability to learn and utilize various software and databases.
• Ability to write and present clear and concise administrative reports.
• Ability to interpret and apply Federal, State, and local policies, procedures, laws, and regulations as they relate to the position.
• Ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Tools and Equipment Used:

Operates modern office machines and equipment, including personal computers, printers, copiers, scanners, telephone system and calculators. Must be able to routinely use a full range of software applications, including word processing, spreadsheets, and a variety of standard or customized software applications appropriate to assigned tasks and CJIN/NCIC computer software. Training in the use of an AED.

Working Conditions and Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Duties are performed in an office-type environment.
• The noise level ranges from quiet to moderate.
• Requires regular and punctual attendance and reports to work fit for duty.
• Duties require extended periods of sitting, walking, standing, talking, or hearing, keyboarding, reaching with hands and arms, and manual dexterity to handle office related machines and tools.
• May be exposed to offensive language/photos or details of heinous acts.
• Duties require occasional climbing or balancing, lifting/carrying items, pulling/pushing items, and stooping, kneeling, crouching, or crawling.
• Hazards are minor and controllable but can include cramped quarters, human error, angry/hostile humans, or exposure to a variety of outdoor weather conditions.
• Ability to perform body movements applicable to records management in an office environment.
• Possession of hand/eye coordination adequate to operate a computer and calculator.
• Have the ability to talk and hear in person and by telephone; see and read instructions, spreadsheets, reference materials, and computer reports.
• Ability to lift 10 pounds on a routine basis and up to 50 pounds on an infrequent basis.

Behavioral Expectations:

• Employee treats all customers and coworkers with respect, dignity, and honesty and manages relationships and communications in a way that promotes the interests of all parties.
• Employee works through adversity in a productive and positive manner.
• Employee shows nonjudgmental respect for all other’s perspectives.
• Employee appreciates the uniqueness, commonalities, and value of others.
• Employee maintains an appropriate level of transparency in their work and interactions with others.
• Employee stops disparaging remarks about others and does not participate in these remarks in front of the public or during work time.
• Employee does not hinder, obstruct, or interfere with the work of other employees.
• Employee does not show poor attitude (for example, rudeness or lack of cooperation) with others or supervisors by failing to perform reasonable requests, being insubordinate, or refusing to comply with instruction given.
• Employee does not abuse the use of materials, time, equipment, or property of the City.
• Employee’s performance does not fall below average in quantity or quality in relation to the requirements of the job.

Safety Related Duties:

• Follow the City’s and department’s work practices.
• Report occupational injuries, illnesses, and near misses immediately to supervisor.
• Follow supervisor instructions for obtaining first aid or medical attention.
• Participate in accident investigations as required.
• Participate in safety training.
• Suggest improvements in safety training requirements or programs to Supervisor.
• Identify unsafe work conditions and unsafe practices. Correct hazards or report them to supervisor as appropriate.