Police Records Technician

JOB
The Police Records Technician is responsible for the critical records management function within the Police Department, requiring independent judgment and specialized knowledge. Delivers advanced clerical, technical, and administrative support for police records and criminal justice databases. Expertly handles record-keeping, reporting, and customer service, while interpreting data and making decisions vital to department operations and interactions with staff, external agencies, and the public.Essential Duties and ResponsibilitiesProvides a high level of customer service to the public via service window and phone, exercising sound judgment, discretion, and strict confidentiality. Effectively resolves concerns and complaints, maintaining composure and courtesy when dealing with individuals in sensitive or emotionally charged circumstances.Processes police incident reports and associated documentation, serving as a critical link in the criminal justice process. Responsibilities involve classifying reports using Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and National Incident-Based Reporting Systems (NIBRS) guidelines, and meticulously entering and scanning all data into the Records Management System (RMS). Ensures the quality and integrity of RMS Master Indices through thorough evaluation of valid linkages. Reviews, organizes, and accurately provides essential police documents to prosecuting authorities.Performs critical Criminal Justice Data Network (CJDN) Operator and Terminal Agency Controller (TAC) duties, ensuring the accuracy and timely removal of alerts in the Records Management System (RMS). This includes meticulously entering, updating, purging, validating, and retrieving data within the Minnesota Criminal Information System (MINCIS) and NCIC, strictly adhering to established federal, state, and departmental guidelines. Facilitates secure information exchange with other law enforcement and criminal justice agencies via the National Law Enforcement Telecommunications System (NLETS) and develops data processing procedures in response to evolving federal and state regulations.Performs detailed background checks and research for City employees, volunteers, contractors, and licensing purposes. Queries and interprets criminal history records adhering to all federal, state (Minnesota), and departmental guidelines, with processes subject to BCA and FBI audits. Accesses records via the Criminal Justice Data Network (CJDN) and other resources, analyzing data to determine and execute necessary follow-up queries.Processes Permit to Purchase Firearms Applications. Queries and interprets criminal history records per federal, state, and department guidelines. Researches local records, other agency data, and MN Government Access court records for applicant contact, making follow-up queries as needed. Creates, routes, and processes permits following department procedures.Responds to data requests from staff, external agencies, and the general public in strict conformity with the Minnesota Government Data Practices Act, federal laws, and department guidelines. This involves creating, copying, collating, and distributing documents as required. Meticulously reviews police incident reports and data prior to release to ensure full data practices compliance, including redacting private and confidential data as necessary. Processes weekly ongoing data requests via auto-generated reports.Processes citations via eCharging, forwarding them directly to courts and attorneys for necessary legal processing.Processes Officer's court notices, providing essential administrative support by distributing notifications through email and updating calendars.Performs diverse administrative and public service tasks, including processing City Dog Licenses, managing fingerprinting appointments, distributing mail, and handling burn permit and vacation house watch applications.Provides essential administrative support to various departmental units. This includes updating the Records Management System (RMS) with status and dispositions and preparing and submitting monthly false alarm billing.Processes and records all revenue and receipts within the City's BS&A software, specifically for data requests, dog licenses, and other revenue-generating activities, ensuring financial accuracy.Performs other duties as assigned or apparent.Note: These examples are intended only as illustrative of various types of work performed and are not all inclusive. The City reserves the right to add, modify, change or rescind work assignments.Required Knowledge and AbilitiesKnowledge of general office procedures, standard clerical techniques, and contemporary office equipment.Ability to learn NCIC, CJIS, MINCIS, NLETS administrative and operational procedures and regulations.Ability to learn how to operate records management systems and databases, including the use of master indices.Ability to learn federal, state, and department guidelines regarding data handling.Skill in analyzing, categorizing, and coding police incident reports.Skill in detecting and correcting errors.Ability to learn, interpret, and process detailed practices and procedures.Ability to respond rapidly and effectively to requests.Ability to focus on a task in the presence of other distracting or irrelevant stimuli.Ability to maintain flexibility and composure in responding to changing requirements and in coordinating multiple priorities.Ability to handle and maintain confidential material and work independently.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and common database applications.Excellent written and verbal communication skills, with the ability to effectively convey information and ideas to colleagues, supervisors, and the public. Strong interpersonal skills with the ability to establish and maintain positive and productive working relationships with supervisors, colleagues, and members of the public.Minimum QualificationsHigh school diploma or GED equivalent.Two years of office experience. Ability to type a minimum of 50 words per minute (wpm) with high accuracy.Ability to successfully complete a thorough criminal background investigation, reference verification, and any additional required testing.NCIC Operator certification is a mandatory requirement for this position and must be obtained within the first 90 days of employment. Preferred QualificationsFormal training or coursework from an accredited institution in business, office administration, or law enforcement-related studies.Two or more years of direct, responsible administrative or clerical experience.Prior experience with data entry and records management systems.Prior experience working specifically within a police department's records division.Demonstrated understanding of the Minnesota Government Data Practices Act.Current certification as a CJIS/NCIC Operator.Demonstrated knowledge of law enforcement or municipal police organizational structures and operations.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.While performing the duties of this job, the employee will primarily be sitting.Frequent use of hands and arms for tasks such as typing, handling objects, and reaching.Occasional lifting and carrying of objects up to 20 pounds, such as office supplies, equipment, and files.Requires close vision and the ability to adjust focus.Work EnvironmentThis position primarily works in an office environment with moderate noise levels. Employees will be exposed to computer screens for extended periods. The ability to work effectively in a shared workspace with occasional distractions is essential.Conditions of EmploymentAdherence to all organizational and departmental policies is required.Expected Hours of WorkThis is a full-time position with a standard workweek. Occasional evening meetings or training sessions may be required.The City of Lino Lakes is an Equal Opportunity Employer committed to creating a diverse, equitable, and inclusive workplace. We comply with the Americans with Disabilities Act and will provide reasonable accommodations to qualified individuals with disabilities. We encourage all qualified candidates, including those from historically underrepresented groups, individuals with disabilities, and veterans, to apply.Revised: 6/26/2025 State statute and local ordinances.