Police Records Specialist I/II/Lead

General Purpose

Police Records Specialist I: $52,380.05 - $78,570.08

Police Records Specialist II: $53,589.56 - $80,534.33

Police Records Specialist Lead: $55,404.63 - $83,106.95

Police Records Specialist I/II:

The Police Records Specialist performs a variety of administrative police support services, including answering phones, making and providing copies of records, handling and balancing U.S. Currency, receiving and processing counter reports, monitoring security stations, and providing exceptional internal/external customer service.

Police Records Lead:

Serves as a senior-level technical resource in the Records Unit. Performs advanced police records functions, delivers training for staff, assists with audits, conducts quality assurance, and acts as a subject-matter expert in records law and systems. Provides leadership in a peer capacity without supervisory or disciplinary authority.

Essential Duties & Responsibilities

Police Records Specialist I:

• Provides customer service in person, by phone, and police radio
• Answers emergency and non-emergency assistance and complaint phone calls; determines urgency and nature of calls; provides information, transfers calls, and relays messages
• Follows procedures to maintain a variety of files, including computer database, reports, summons, and related data received from police officers, detectives, and County, District, or Municipal Court
• Receives, reviews, and processes counter police reports
• Collects fees as required for municipal services; issues receipts and keeps required records
• Queries and interprets data and information to and from NCIC, CCIC, and various law enforcement databases
• Processes information and documentation by entering and retrieving data through computerized databases; making copies; preparing, routing, and mailing documents
• Archives police records
• Conducts records checks for other law enforcement agencies
• Operates base and portable radios to call or answer police officers and Adams County Communications on priority requests; relays critical information to and from units
• Assists officers with records, reports, and communication of information
• Evaluates requests and releases records to individuals based on the Colorado Open Records Act and Colorado Criminal Justice Records Act; approves or denies requests for police records
• Operates all department computer systems, which include Colorado Crime Information Center (CCIC), National Crime Information Center (NCIC), City Records Management system, Logos financial software and other law enforcement records management systems
• Notarizes arrest warrant applications, search warrant applications, affidavits for warrantless arrests, and summons
• Records movement of all records in strict conformance with departmental guidelines and the Colorado Criminal Justice Records Act (CCJRA)
• Processes incoming paperwork from other divisions, departments, and agencies; verifies completeness of information and distributes as required
• Evaluates documentation and make decisions on validity; or escalate questions to PRS II, Lead or Supervisor
• Maintains confidentiality of information consistent with applicable city and county, state, and federal rules and regulations
• Monitors closed-channel television screens in the Civic Center building, parking lots, gates, and garages; monitors intercom system and duress alarms connected to the communications center in the Records Unit
  
  
  

Police Records Specialist II:

(Includes all duties of a PRS I plus:)

• Creates and documents forms, instructions, processes, and other assigned projects and tasks
• Instructs Police Records Specialist I, volunteer, temporary and part-time personnel in police recordkeeping duties and activities
• Assists in completing unexpected and/or urgent projects requested by department staff or management
• Approves and rejects police reports in accordance with NIBRS/UCR standards
  
  
  

Police Records Lead:

(Includes all duties of a PRS I/II plus:)

• Implements established training for Records Specialists I and II. Coordinates training plans, materials, and reference guides with supervisor
• Audits and reviews staff work for accuracy, compliance, and legal standards
• Escalates compliance issues to the Supervisor
• Processes sealing and expungement of records per court order and statute
• Provides constructive feedback and technical guidance to peers
• Demonstrates advanced knowledge and operational proficiency in the Colorado Open Records Act/Colorado Criminal Justice Records Act, National Crime Information Center/Colorado Crime Information Center, Records Management System, and National Incident Based Reporting System/Uniform Crime Reporting.
• Conducts quality assurance on NCIC/CCIC transactions to ensure compliance with federal/state standard
• Serves as technical liaison to courts, District Attorney’s office, and other agencies in the Supervisor’s absence
• Assists the Supervisor with long-term planning, audits, and RMS projects
• Represents the Records Unit in internal/external meetings as assigned
  
  
  

Minimum Qualifications

Police Records Specialist I:

High School diploma or equivalent required. A minimum of two years of customer service and general clerical, or police records management experience and, at least two years of computer experience in data entry or retrieval, word processing, data management or information technology.

Police Records Specialist II:

High School diploma or equivalent; a Master Certificate as a Colorado Certified Records Technician, or recognized equivalent; a minimum of one year of experience as a Police Records Specialist, or a minimum of two years of equivalent continuous experience in police records management and CCIC/NCIC for a law enforcement agency; at least three years of customer service and general clerical; and, at least three years of computer experience in data entry or retrieval, word processing, data management or information technology.

Police Records Lead:

High School diploma or equivalent. Minimum of two years of progressively responsible experience in law enforcement records or equivalent. Demonstrated ability to train and audit staff. Must qualify for FBI/CJIS certification. Must be able to certify as a Notary Public.

Knowledge, Skills, And Abilities

Knowledge of

• The City of Commerce City, municipal government services, and police department functions
• CCIC / NCIC and Records Management Systems (RMS)
• Interpret Colorado Criminal Justice Records Act (CCJRA) and follow detailed/complex instructions
  
  
  

Skill in

• Collaborating with co-workers and staff from other divisions and departments
• Evaluating documentation and making decisions on validity; or escalating questions to the supervisor (or lead)
• Skill in understanding and responding to customer service needs
• Skill in typing on a computer or typewriter with accuracy; alphabetic and numeric filing
  
  
  

Ability to

• Maintain confidentiality of information consistent with applicable city and county, state, and federal rules and regulations
• Sort, route, and file police records
• Follow verbal and written directions for completing assignments and asking questions as necessary
• Sending, receiving, and distributing teletypes
• Use all required safety equipment and take proper safety precautions to prevent accidents
• Critique and provide feedback to others in a constructive and positive manner
• Work well with culturally diverse and demanding people
• Communicate effectively and professionally with others
• Focus attention on tasks, which may be complex, routine, or repetitive, without losing concentration or becoming distracted by external activities
• Handle confidential information
• Work with broad direction and limited supervision
• Organize activities and working environment in order to complete tasks in accordance with priorities, address multiple demands, or meet deadlines with maximum efficiency
• Accept constructive input and implement suggestions for improvement
• Understand and follow written and oral instructions and procedures
• To clearly and accurately express thoughts in the completion of various forms of written documents and verbal directives/communication
• Deliver exceptional internal and external customer service
• Work in a team environment
• Communicate effectively in the English language
• Work under pressure and respond calmly in emergency situations
• Establish and maintain effective working relationships with other employees, organizations and the public
  
  
  

Equipment Used, Work Environment and Physical Activities

• Driving: Drives a city or personal vehicle in the normal course of business
• Office Equipment: Daily use of computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs including Microsoft Office Suite, Outlook, Word, Excel, document management software, records management system software, various department software and web applications
• Other Equipment: Police Radio
• Physical Activities: Sitting for long periods of time; light physical activity that may include walking, standing, stooping, bending, reaching, lifting and carrying
• Lifting: Occasionally lifts, carries, and exerts up to 40 pounds
• Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones, communicate conversation and respond to verbal inquires. Exposure to Environmental Conditions: Position generally works in an office setting with overhead lighting and long periods of screen time.
• Schedule: Position generally works a non-traditional work week; may work rotating shifts, from 8 to 12 hours, to include days, evenings, nights, holidays and weekends
• Additional Working Conditions: May be exposed to work settings that vary in convenience and comfort
• Safety Sensitive: This position is subject to the city’s drug screening
  
  
  

Reasonable accommodation may be made to individuals with disabilities for the essential functions of the job.