Police Administrative Specialist/Clerk of Court

Police Administrative Specialist/Clerk of Court

City of Lincoln, ND

Lincoln, ND

Pay TBD – Full-Time

Position Summary

The Police Administrative Specialist is a civilian support position responsible for managing administrative functions, court coordination, police records, and evidence/property. This position reports to the Chief of Police.

The Clerk of Court is responsible for planning, direction, and organizing the office of the Municipal Clerk of Court according to policies and procedures pertaining to the North Dakota Court and Judicial Systems. This position reports to the Municipal Judge.

Essential Duties and Responsibilities

Administrative Specialist

· Provide administrative assistance to command staff, officers, and investigators.

· Prepare correspondence, reports, forms, and internal documentation.

· Assist with grant documentation, statistics, and departmental reporting as assigned.

Clerk of Court Functions

· Serve as the department liaison with Municipal, District, and Juvenile Courts, coordinating all court-related communications and processes.

· Prepare, submit, and manage charging documents, citations, affidavits, case packets, and court calendars; coordinate and set up video conference proceedings as needed.

· Monitor case flow and docket currency, ensuring compliance with established standards while preparing, collecting, analyzing, and organizing case filing and disposition data.

· Receive, record, and process all fees, fines, bonds, restitution, and other court-related receipts submitted to the Clerk of Court.

· Ensure the accuracy, completeness, and timeliness of court records by reviewing filings and monitoring reports.

Prosecutor Support Functions

· Prepare cases for prosecutorial review by conducting background checks and driving abstracts, summarizing and highlighting key case factors, downloading and organizing camera footage, and coordinating case discussions with prosecutors.

· Draft and process dismissal orders (e.g., driving without liability insurance, driving under suspension), subpoena officers for contested hearings and trials, and coordinate subpoenas, discovery requests, and evidence release.

· Track and monitor case statuses, court dates, dispositions, and warrants to ensure timely and accurate case progression.

· Assist officers with court preparation, documentation requirements, and procedural guidance.

Records Management

· Maintain, process, and safeguard police records, including incident reports, arrest records, citations, and supplemental documentation.

· Ensure compliance with North Dakota open records laws, records retention schedules, and CJIS security requirements.

· Manage records within RMS, CAD, and other law enforcement databases.

Knowledge, Skills, and Abilities

· Knowledge of municipal court operations and the laws, rules, policies, and procedures governing the North Dakota Judicial System.

· Understanding of case processing procedures, including the preparation and processing of legal documents, orders, judgments, and reports.

· Familiarity with North Dakota Century Code, CJIS requirements, and applicable records retention laws.

· Strong organizational skills with a high level of attention to detail, accuracy, and consistency.

· Ability to handle sensitive and confidential information with discretion and professionalism.

· Proficiency in office productivity software, records management systems, and court management systems (including Odyssey).

· Effective verbal and written communication skills with law enforcement personnel, court staff, attorneys, and the public.

· Ability to work independently, prioritize competing demands, and meet strict deadlines.

Minimum Qualifications

· High school diploma or GED required, associate degree or higher in criminal justice, public administration, or a related field preferred.

· Experience in law enforcement records, court administration, or government clerical work preferred.

· Ability to pass a background investigation.

· Ability to obtain and maintain CJIS access.

Physical Demands/Work Environment

· Regular interaction with sworn officers, prosecutors, court personnel, and the public.

· Exposure to sensitive or graphic material related to criminal cases.

Job Type: Full-time, In person Position

Pay: TBD per year

Non-Exempt

Benefits:

· Dental insurance · Paid time off · Life insurance

· Health insurance · Retirement plan · Vision Insurance

Job Type: Full-time

Pay: From $1.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person