Police Records Specialist/Senior Police Records Specialist

Position Summary

This position will be open until 05/25/2026.

The Police Records Specialist/Senior Police Records Specialist will perform work providing customer service, clerical and administrative support to the Police Department. This position requires significant involvement in data entry, records management, filing, customer interaction, telephone proficiency, transcription, reporting, researching and various other clerical skills. This position must maintain a level of confidentiality when dealing with information and records.

Additionally, the Senior Police Records Specialist serves as coordinator for tracking and reporting officer training and manages the property room and release of evidence.

Work is performed under the supervision of the Police Record Supervisor.

Essential Duties

• Work involves responsibility for performing administrative services requiring initiative, independent judgement, and discretion. This position is also responsible for communication with internal staff and external clients; proficient social interaction skills are a must.
• Proofreads and corrects police reports; maintains computer files for cases; transcribes statements and interviews including sensitive, confidential and graphic information; runs criminal histories and other inquiries.
• Assists the general public, other departments, and outside agencies by phone, email, and in person; receives and responds to inquiries and complaints; answers questions and provides information; directs inquiries to appropriate resource as needed.
• Maintains composure and practices effective conflict resolution skills when interacting with angry or emotional customers.
• Performs research and responds to data requests and other inquiries according to Minnesota Data Practices Act.
• Responds to requests from City or County Attorneys.
• Processes gun permits, solicitor permits, and dog licenses; compiles statistics upon request.
• Performs research and compiles case information including evidence such as body camera and squad video; submits to appropriate counsel for prosecution or other law enforcement affiliates in a time-sensitive environment.
• Ensures case information is correct for accurate crime reporting to the Minnesota BCA and FBI using the National Incident Based Reporting System, including troubleshooting and analysis of system messages and data.
• Other duties as assigned.

• Manages the property room and releases of evidence. Processes property and/or evidence for the department; inventories and maintains chain of custody of property and evidence submitted; reviews retention requirements for property/evidence; processes for sale/disposal/return to owner; coordinates sales/disposal/return to owners; assists with pharmaceutical disposal program, maintains security and cleanliness of property room and evidence area; maintains current knowledge of federal, state, and local regulations related to evidence and property management.
• Manages tracking and reporting of officer training. Tracks officers' POST required courses for renewal; reviews POST guidelines for required training and policy to ensure compliance; submits POST credits for reimbursement annually.

Qualifications

Police Records Specialist ($32.683 - $40.895)
Minimum Qualifications

• Associates/Technical degree
• One to three years of experience in providing administrative support or similar support staff function, assisting the general public, processing and maintaining documents, files, records, and reports, including official and legal documents, or equivalent combination of education and experience.
• Obtain Minnesota Bureau of Criminal Apprehension (BCA) certification within two months of hire.
• Valid driver’s license

• Previous administrative or clerical experience in public safety
• Understanding of police software systems
• Three years previous experience providing secretarial services in an office environment.
• Completion of a post-secondary program in a secretarial, administrative assistant, or similar program

• Associates/Technical degree
• Five years progressively responsible office experience in public safety or equivalent combination of education and experience.
• Valid driver's license
• Understanding of police software systems.
• Obtain Minnesota Bureau of Criminal Apprehension (BCA) certification within two months of hire.
• Obtain a certification as an Evidence Specialist from an association approved by agency within 12 months of hire or placement into the position.

• Completion of a post-secondary program in a secretarial, administrative assistant, or similar program.