Police Records Specialist
Police Records Specialist
Position Details
Status: Full-time regular position, non-exempt
Salary: $27.59 - $35.87 per hour (depending on qualifications)
Benefits: Qualifies for full-time benefits date of hire
Location: City Center
Hours: Standard business hours (8am-4:30pm), may vary based on business need
Reporting Relationship: Reports to Police Records Supervisor
Police Department
The Eden Prairie Police Department is comprised of the Patrol, Investigations, and Support Divisions who protect and serve Eden Prairie residents by providing quality law enforcement services through active and professional engagement. Eden Prairie’s Police Department is committed to offering a customized service to the community, exercising discretion and fairness in enforcement, building public trust in the department, and promoting the professional development of its members.
Position Responsibilities
The Police Records Specialist performs a variety of administrative and office support functions for the police department. The primary position responsibilities and areas of impact are:
- Responsible for processing and maintaining a wide variety of police reports and documents in both electronic and paper format within an electronic records management software (RMS); completes data entry and validates information with the National Incident Based Reporting System (NIBRS) for compliance with mandated State and Federal requirements.
- Utilizes various software programs to complete tasks which include but are not limited to the processing and dissemination of police video, Freedom of Information Act (FOIA) requests, standardized and specialized letters, information and law enforcement reports to federal, state, and local agencies, transcriptions from dictated police reports and digital media; completes administrative tasks to support the law enforcement operations of the department.
- Assists in the timely submission of criminal cases to city and county prosecutors for charging consideration; provides case file contents including but not limited to reports, photos, audio, and video files, etc. for the successful prosecution of cases. Reviews and administers sensitive and confidential information.
- Provides excellent customer service to internal and external customers via phone, in-person, and electronic communication; provides back-up front desk coverage.
- May have opportunities for secondary responsibilities such as Evidence Room back up, Investigations Support, Child Car Seat inspections as needed or when opportunities become available.
- Completes various administrative tasks and projects.
While these areas are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as a part of their role with the City.
Position Requirements
Education: High School Diploma, or equivalent (G.E.D.) required. Associates, technical certificate or bachelor’s degree preferred.
Work Experience: Minimum of two years general administrative and/or customer service experience required; familiarity with the legal system and processes and/or experience working in a law enforcement environment preferred; experience working in a team environment that involves shared responsibilities and overlapping of tasks preferred.
Technical Skills: Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat and managing calendars; excellent data entry and typing skills (60 wpm required); experience responding to data/information requests preferred; experience with record management systems and processing large amounts of data preferred.
Physical Requirements: Physical effort is light for the majority of work with lifting or carrying limited to 25 pounds intermittently. Report preparation and writing at times requires extended use of a keyboard.
Working Conditions: Most work is performed in an office environment.
City of Eden Prairie Values
We are a service organization. We take pride in what we do. We cultivate a supportive, encouraging and productive culture with a strong customer focus. We promote wellness and plan work/life balance into our goals. We value differences and foster inclusion. We achieve success by exhibiting our core values: collaboration, innovation, integrity, performance and relationships.
Position Specific Expectations
Legal Expertise: Displays an in depth understanding of various legal areas; routinely guides others to make informed decisions.
Communication: Able to convey a message to get a point across; communicates in a clear and concise manner; able to write clearly and succinctly; tailors message to a variety of communication settings and styles.
Attention to Detail: Able to find errors in work and solve problems; anticipates issues and performs at a high level of accuracy; sets up systems to ensure errors are not repeated.
Teamwork: Respectful to all team members, collaborates with members of the team to accomplish common goals; clearly communicates to eliminate confusion; actively listens and asks questions as necessary; creates positive experiences and delivers high quality service; can be relied upon by other team members to complete tasks in a timely manner.
Organization: Ability to coordinate several activities, responsibilities, and tasks simultaneously in a polite and professional manner; prioritizes what needs to get done; keeps things neat and orderly; utilizes tools for efficiency; factors several considerations when planning; establishes methods to ensure routine tasks are completed.
Composure: Exhibits self-confidence and asserts self appropriately to advocate a point of view; is cool under pressure; can be counted on to hold things together during tough times; can handle stress; maintains balance even when unexpected circumstances arise; able to identify and manage crisis situations; faces adversity head on; energized by tough challenges.
