Job at a glance
The City of Grand Forks is looking for a detail oriented, organized, and service minded professional to join our Police Department as a Police Records Specialist. This position plays a vital role behind the scenes ensuring police reports and records are accurate, accessible, properly maintained, and handled with confidentiality. As a Police Records Specialist, you will serve as an important connection between the Police Department, law enforcement agencies, and the public.
This position works with a variety of sensitive records and information, performs data entry and quality control, processes reports and payments, responds to public inquiries, and ensures information is released in accordance with applicable laws and department policies. Essential Functions : 1. Perform data entry functions; examine and verify all data prior to input, reconcile discrepancies. Input, code, file, maintain, and update computer and non-computer based criminal/non-criminal records and other law enforcement files including adult and juvenile incident reports, citations, accident reports, parole records, case management programs.
Prepare and scan reports for archive. 2. Respond to general public both on the phone and in person as the main information center for the police department; provide assistance regarding routine and complex matters using independent judgment while ensuring compliance with applicable Open Records laws and departmental policies. 3. Transcribe digitally recorded statements and supplements related to police reports and investigations.
Monitor and prioritize transcription workload according to investigative or prosecutorial requirements. 4. Process, maintain, and update all parking tickets, notices, and warrants daily. Maintain and update parking ticket review program and immobilization program. 5. Collect fines and payments for a variety of reports, tickets, licenses and prepare deposit; record and balance daily ledger; maintain record of all payments and prepare daily and monthly reports.
6. Process background checks from a variety of local, state, and federal agencies in compliance with applicable Open Records laws. 7. Release police department records to a variety of agencies and the general public in accordance with applicable Open Records laws and department polices or practices designed to protect confidential and law enforcement sensitive information. 8. Register offenders; assist in completing state forms and ensure accuracy; coordinate fingerprints, photos, and DNA completion; enter, maintain and update computer information and submit appropriate forms to ND BCI.
9. Monitor workload, priorities and deadlines. Organize and maintain filing. Process NCIC validation. Receive, sign for, screen, and distribute mail and packages; prepare outgoing mail. 10. Provide credible testimony in a court of law. MARGINAL FUNCTIONS : 1. Compile, format, and submit statutory State of North Dakota and federal statistical reports. Design and prepare analytical and statistical reports applicable to calls for service and activities.
2. Testify in court regarding official administrative practices of agency. 3. Perform related duties and responsibilities as required. Knowledge : Principles and procedures of police records recording, retrieval and reporting; Pertinent Federal, State and local laws, codes and regulations governing the maintenance and release of police records; Modern office procedures, methods and computer equipment; basic mathematical principles; English usage, spelling, grammar and punctuation.
Skills: Communicate clearly and concisely both orally and in writing; Establish and maintain effective working relationships with those contacted in the course of work; Maintain physical condition appropriate to the performance of assigned duties and responsibilities; Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities; Maintain effective audio/visual discrimination a