Police Records Specialist

Job Description
Department of Public Safety Police Records Specialist
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

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 Range: $28.85-$30.87/hr; 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
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).