Non-sworn position within the Police Department performs specialized clerical work which involves receiving, filing, maintaining, and releasing records related to criminal justice activities. Serves as a contact person and department liaison regarding the operation of Police Records Management System (RMS). Reviews police reports for accuracy and completeness.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Transcribes various documents including narrative reports and statements from suspects, witnesses and victims. Such reports and statements may contain hard language, violence, and sexual references. Updates forms as needed, proofreads and edits documents, and maintains security on confidential data.
Answers telephone inquiries and provides assistance as needed.
Processes requests for the public release of government data according to MN Data Practices and department policies.
Interacts with prosecuting attorneys in case preparation for criminal charging.
Processes daily police reports, CAD reports, citations, subpoenas, and other related documents, maintains and updates case files.
Utilizes the Records Management System (RMS) to fulfill data processing requirements of the department, including: automatically store and retrieve data, file and retrieve arrestee information, maintain on-line offense and incident records and produce management reports. Verifies, modifies, and enters data using RMS software. Verifies forms and completeness of file, prior to filing.
Reviews reports to determine the proper offense category assignment and disposition according to guidelines established by the Minnesota Bureau of Criminal Apprehension.
Performs criminal background and police contact inquires necessary for the processing of various activities including but not limited to city business licenses, city employment, individual daycare licensing, foster care licensing, permits to purchase firearms, military and other governmental employment inquires.
Files, maintains and searches criminal history files and furnishes information to authorized persons.
Facilitates the submission and resolution of issues regarding the submission of fingerprints to the Minnesota Bureau of Criminal Apprehension.
Submits required reports to the Minnesota Department of Corrections.
Notifies police officers of court appearances and cancellations.
Sorts and distributes department mail and facsimile documents, orders office supplies and maintains inventory control. Operates office machines including copiers, facsimile machine, transcriber, scanner, etc.
Performs receptionist duties including but not limited to the following activities: issuance of dog licenses, release of impounded animals, release of impounded vehicles, assisting members of the public by telephone and in person at the main reception desk, and processing weekly activity reports which are released to the news media and other entities on a subscription basis.
Scans, transfers and copies police records from the records management system to the storage and retrieval system (LaserFiche).
Prepares records for long-term storage and retrieval. Prepares special reports as directed.
QUALIFICATIONS: Minimum Requirements:
High school diploma or equivalent.
One year of clerical or administrative support or similar work experience. Post-secondary completion of a training program or equivalent in office procedures/skills, records management, business writing, or similar may be substituted for one year of work experience.
Strong proofreading and editing skills. Ability to review data, reports, and documents for accuracy, completeness, grammar, structure, and flow. Detail oriented in detecting errors or missing information. Ability to edit content while retaining original meaning.
Ability to produce written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar.
Proficiency in personal computer, data entry, and word processing utilizing Microsoft Office.
Ability to use data management software, troubleshoot data flow issues, and follow through on data entry requirements.
Ability to type with speed and accuracy sufficient to complete routine and complex assignments efficiently.
Demonstrated ability to learn and apply policies, ordinances, rules and regulations to work in the Records Unit, including but not limited to: Police Coding for Offenses; City Ordinances; NCIC and MINCIS Rules and Regulations; Police Department Policies; Records Retention Schedule; MN Government Data Practices
Ability to transcribe from recordings which may be of poor quality.
Ability to obtain the Bureau of Criminal Apprehension's Criminal Justice Records System certification.
Must furnish necessary information and pass required background investigation.
Ability to make decisions using judgment and discretion in accordance with established policies and procedures.
Ability to establish and maintain effective working relationships with colleagues, supervisors, and other agencies. Ability to maintain a positive image to the public.
Prefer associate degree or equivalent in business, English, communications or similar field.
Experience transcribing from recorded dictation.
Working Conditions and Physical Requirements:
Work is performed primarily in a standard office environment that includes exposure to computer screens.
Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Primary job functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (25 pounds).
ADDITIONAL INFORMATION: Reports to: Police Administrative Manager.
Schedule: Full-time. Monday – Friday; Days. Occasional evening and/or weekend work may be required.
Starting Pay Rate: Within stated range, dependent on qualifications.
Other: Offers of employment are contingent on successful result of background investigation.