About the Job

The Police Records Specialist is responsible for providing complex administrative and technical support to department staff in processing Criminal Justice Information in police records and
reports. Duties and responsibilities include receiving, routing, entering, researching, and assimilating data into the department’s records management system or other databases;
identifying and maintaining criminal activity data, known offender and statistical information, and performing a variety of related duties associated with the maintenance of departmental records.
Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records
Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.

Job Duties
Police Records Management: 65%
● Process & Maintain Police Reports and Related Documentation
○ Review and process reports daily through Transcription, ensuring accurate CJIS data is documented within the Records Management System (RMS).
○ Validate appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
Flag errors for review.
○ Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
○ Instruct and offer feedback to department personnel regarding report composition, policies and procedures.
● Respond to Data Requests
○ Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public in compliance with the Minnesota Government Data Practices Act, applicable Federal law, and department guidelines.
● Process Citations
○ Review daily citation correction and dismissal recommendations from agency personnel.
○ Review weekly citation dismissal requests. Research and provide documentation for administrative review, and submit citation dismissals through court administration.
○ Evaluate the volume of citations and assign them to administrative assistants for processing as needed.
○ Process citations to courts.
○ Answer questions from the public regarding citations.
● Perform Criminal Justice Data Network (CJDN) Operator & Assistant BCA Terminal Agency Controller (TAC) Duties
○ Enter, update, purge, review, and retrieve pertinent data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
● Run Criminal History Checks & Records Checks Related to Law Enforcement Subjects, Prospective Employees & Ride Along Applicants
● Collaborate with Multiple City & County Attorneys Offices
○ Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authority.
○ Assist in fulfilling time sensitive Court requests from Prosecutors for evidence.
● Collaborate with University Departments
○ Share data with Equal Opportunity & Title IX, the Care Team, the Behavioral Consultation Team, and/or Student Conduct as needed.
● Maintain Records Retention Schedule
○ Apply policies and procedures to digital and physical records holdings, organizing, retaining, and purging agency case files accordingly.

Operations Support: 25%
● Provide Customer Service
○ In person, by email and over the phone, answering questions related to police reports, citations, and law enforcement data.
● Execute Fingerprint Check Process for Prospective Employees
○ Submit documentation to the BCA for criminal background checks, review results and advise appropriate agency personnel.
● Maintain Jurisdictional Crime Map & Expanded Coverage Zone Statistics
○ Assess and add law enforcement data to crime map and expanded coverage zone spreadsheet for external and internal stakeholders to review.
● Act as Backup to the UMPD Criminal Records Manager
● Other Projects and Duties as Assigned

Clery Act Compliance 10%
● Maintain & Upload the Daily Crime Log to the Public Safety website
● Identify trends that may result in a Safe U notification
● Collect & Collate UMPD Annual Clery Statistics
○ Review police reports for Clery Act offenses
○ Review identified reports for inclusion in UMPD Clery Act statistics

Qualifications

Required Qualifications
● BA/BS plus at least two years of law enforcement experience, or a combination of related education and work experience equal to six years.
● Ability to develop and maintain working relationships.
● Strong verbal and written communication skills.
● Ability to process and handle confidential and sensitive information with discretion
● Must pass in a public safety background investigation and fingerprint-based criminal history check.

Preferred Qualifications
● Knowledge of Minnesota State Statutes and Law Enforcement Practices
● Knowledge of Law Enforcement systems
● Knowledge of Minnesota Data Practices Act
● Knowledge of National Incident Based Reporting System (NIBRS), Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act
● Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercise discretion in the absence of specific instructions.
● Certification Requirements within six months of hire or as soon as training is available:
○ MN BCA Criminal Justice Information Systems (CJIS) and National Crime Information Center (NCIC) Operator Training
○ MN BCA National Incident-Based Reporting System Training
○ MN BCA Terminal Agency Coordinator (TAC) Training
○ MN BCA Security Awareness Training
○ MN Government Data Practices Act Compliance Training
○ Jeanne Clery Act Compliance Training

Pay and Benefits

Pay Range: $30.72 - $31.59; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type : Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program

About the Job

The Police Records Specialist is responsible for providing complex administrative and technical support to department staff in processing Criminal Justice Information in police records and
reports. Duties and responsibilities include receiving, routing, entering, researching, and assimilating data into the department’s records management system or other databases;
identifying and maintaining criminal activity data, known offender and statistical information, and performing a variety of related duties associated with the maintenance of departmental records.
Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records
Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.

Job Duties
Police Records Management: 65%
● Process & Maintain Police Reports and Related Documentation
○ Review and process reports daily through Transcription, ensuring accurate CJIS data is documented within the Records Management System (RMS).
○ Validate appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
Flag errors for review.
○ Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
○ Instruct and offer feedback to department personnel regarding report composition, policies and procedures.
● Respond to Data Requests
○ Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public in compliance with the Minnesota Government Data Practices Act, applicable Federal law, and department guidelines.
● Process Citations
○ Review daily citation correction and dismissal recommendations from agency personnel.
○ Review weekly citation dismissal requests. Research and provide documentation for administrative review, and submit citation dismissals through court administration.
○ Evaluate the volume of citations and assign them to administrative assistants for processing as needed.
○ Process citations to courts.
○ Answer questions from the public regarding citations.
● Perform Criminal Justice Data Network (CJDN) Operator & Assistant BCA Terminal Agency Controller (TAC) Duties
○ Enter, update, purge, review, and retrieve pertinent data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
● Run Criminal History Checks & Records Checks Related to Law Enforcement Subjects, Prospective Employees & Ride Along Applicants
● Collaborate with Multiple City & County Attorneys Offices
○ Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authority.
○ Assist in fulfilling time sensitive Court requests from Prosecutors for evidence.
● Collaborate with University Departments
○ Share data with Equal Opportunity & Title IX, the Care Team, the Behavioral Consultation Team, and/or Student Conduct as needed.
● Maintain Records Retention Schedule
○ Apply policies and procedures to digital and physical records holdings, organizing, retaining, and purging agency case files accordingly.

Operations Support: 25%
● Provide Customer Service
○ In person, by email and over the phone, answering questions related to police reports, citations, and law enforcement data.
● Execute Fingerprint Check Process for Prospective Employees
○ Submit documentation to the BCA for criminal background checks, review results and advise appropriate agency personnel.
● Maintain Jurisdictional Crime Map & Expanded Coverage Zone Statistics
○ Assess and add law enforcement data to crime map and expanded coverage zone spreadsheet for external and internal stakeholders to review.
● Act as Backup to the UMPD Criminal Records Manager
● Other Projects and Duties as Assigned

Clery Act Compliance 10%
● Maintain & Upload the Daily Crime Log to the Public Safety website
● Identify trends that may result in a Safe U notification
● Collect & Collate UMPD Annual Clery Statistics
○ Review police reports for Clery Act offenses
○ Review identified reports for inclusion in UMPD Clery Act statistics

Qualifications

Required Qualifications
● BA/BS plus at least two years of law enforcement experience, or a combination of related education and work experience equal to six years.
● Ability to develop and maintain working relationships.
● Strong verbal and written communication skills.
● Ability to process and handle confidential and sensitive information with discretion
● Must pass in a public safety background investigation and fingerprint-based criminal history check.

Preferred Qualifications
● Knowledge of Minnesota State Statutes and Law Enforcement Practices
● Knowledge of Law Enforcement systems
● Knowledge of Minnesota Data Practices Act
● Knowledge of National Incident Based Reporting System (NIBRS), Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act
● Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercise discretion in the absence of specific instructions.
● Certification Requirements within six months of hire or as soon as training is available:
○ MN BCA Criminal Justice Information Systems (CJIS) and National Crime Information Center (NCIC) Operator Training
○ MN BCA National Incident-Based Reporting System Training
○ MN BCA Terminal Agency Coordinator (TAC) Training
○ MN BCA Security Awareness Training
○ MN Government Data Practices Act Compliance Training
○ Jeanne Clery Act Compliance Training

Pay and Benefits

Pay Range: $30.72 - $31.59; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type : Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program