Records Specialist

Posting number: 2700136

Department: Police

Division: PD-Records Mgmt

Job classification: Records Specialist

Posting type: Open

Categories: Law Enforcement, Records Management, Public Records

Summary

Perform multiple tasks related to the data entry and compilation of police incident reports including all crime statistics,  using complex technical coding; edit, prepare and publish monthly reports identifying crime statistics for internal and external agencies and organizations; maintain files for the department and perform a variety of tasks relative to assigned area of responsibility.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Examples of duties

ESSENTIAL FUNCTIONS: Essential functions may include but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

1. Compile all department crime statistic reports; research, edit and correct entries; prepare monthly reports for internal and external agencies. 
2. Initiate inquiries, entries, cancelations and report modifications into a variety of computer software programs; review and verify data for accuracy and completeness.
3. Access and research records from a variety of law enforcement and/or motor vehicle database systems. 
4. Review and process case reports insuring compliance with National Crime Information Center (NCIC), case number issuing, and National Based Incident Reporting System (NIBRS) Standards.
5. Edit listing of crimes; proof read for correct code.
6. Respond to questions and inquiries from staff regarding departmental and City policies and procedures.        
7. Establish, maintain, and control access to office files and filing systems; ensure the timely documentation of information, including entries, cancelations, and report modifications.
8. Participate in biannual audits by the State of New Mexico and the Federal Bureau of Investigations.
9. Maintain daily logs and reports.
10. Schedule routine and preventative maintenance of equipment; determine priority for repairs, improvements and installation; requisition supplies and materials as necessary.
11. Operate a variety of office equipment including a typewriter, copier, facsimile machine, microfilm machine or computer.

SUPPLEMENTAL FUNCTIONS:

1. Attend meetings, conferences and training; stay abreast of new trends in the field of records maintenance; make court appearance when subpoenaed by parties.
2. May perform general clerical duties including routine typing and filing.
3. Perform related duties and responsibilities as required.

Qualifications

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

High school diploma or GED supplemented by thirty (30) credit hours in business administration or public administration; and

Two (2) years of experience in records maintenance and customer service.

Data entry experience using Law Enforcement computer software preferred.

ADDITIONAL REQUIREMENTS: 

Must receive National Crime Information Center (NCIC) certification within six (6) months from date of hire.

NCIC certification must be maintained and recertified every two (2) years.

Odd days off and shift work may be required with possible extension of shift hours, at times with short notice.

Supplemental information

Environmental:
Office environment; exposure to computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting for prolonged periods; light lifting.