Police Records Specialist

Join our team and play a vital role in supporting public safety through the accurate management of criminal justice records and information. As a Police Records Specialist, you will work with law enforcement personnel, courts, and the public to maintain confidential records, process critical documentation, and ensure compliance with state and federal regulations while delivering exceptional customer service.

Essential Job Functions

• Responsible for the entry and records management of data involving police-related incidents, while also being responsible for state and national crime information system confirmations and cancelations.
• Updates, maintains, archives, or purges data, files, reports, and lists, according to department policy and state and municipal retention schedules.
• Reviews petitions for expungement and petitions for the sealing of records. Ensures records are sealed or expunged upon receiving a court order.
• Completes necessary redaction in accordance with department policy and applicable local, state, or federal laws.
• Writes, transcribes, and queries various reports, lists, memos, and spreadsheets.
• Processes DUI reports, maintains statistical logs, and forwards the appropriate documents to the Department of Motor Vehicles (DMV).
• Reviews, interprets, classifies, and codes crime reports using the National Incident Based Reporting System (NIBRS) standards.
• Coordinates with both municipal and county court to maintain issued warrants within the records management system as well as the state and national system.
• Processes court documents accurately to ensure timely submission to the appropriate Office of the District Attorney. .
• Responds to inquiries pertaining to policies, rules, regulations, procedures governing the release of criminal justice information.
• Releases criminal justice records in accordance with department policy and applicable local, state, or federal laws.
• Accepts payment for criminal justice records; maintains daily cash balances and prepares cash and receipts for deposit.
• Receives and processes requests for police records; fingerprints individuals for employment, state licensing, and permits; releases impounded vehicles and collects associated fees.
• Processes cash and surety bonds for municipal and county arrestees.
• Instructs personnel on various topics, including the records management system and data entry, and regularly assists internal stakeholders .
• Exercises the appropriate level of initiative and judgment to make decisions within the scope of assigned authority.
• Responds to requests promptly and provides effective services or solutions for customers.
• Handles inquiries and requests with a positive respectful attitude.
• Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.

Other Job Functions

• Work hours are based on need of organization and could include 24/7 work schedules.
• Represents department on various city committees.
• Performs other duties as assigned.

Knowledge Skills and Abilities

• Ability to operate normal and technical office equipment.
• Knowledge of city-wide resources, how to research, and where to direct citizens to the appropriate point of contact.
• Basic knowledge of accounting and bookkeeping practices. Enters invoices, purchase orders, and collected money into software.
• Ability to communicate information effectively both verbally and in writing, to support organizational objectives, and to interact with all levels of personnel within the city in a positive and cooperative manner.
• Ability to learn and apply statutes governing confidentiality of police records.
• Ability to maintain confidentiality and discretion in a professional manner.
• Performs a wide variety of duties at one time with accuracy and under the pressure of time sensitive deadlines.
• Regularly exercises good judgment and makes sound decisions on an independent basis, with minimal supervision.

License & Certification

• Must successfully complete all annual and as-needed in-service training and certification requirements.
• Obtain status as a notary public.
• A valid Colorado driver’s license and acceptable driving record is preferred.

Education Degree

• High School/GED

Education Required

• Yes

Work Experience Related

• Three (3) or more years of progressively responsible office experience.
• One (1) or more years of frequent public contact.