Job Description

The Police Records Specialist performs a broad range of administrative and office support functions within the Minnetonka Police Department. These functions include, but are not limited to, the processing and disseminating of police reports, case records, and electronic evidence, as well as providing excellent internal and external customer service via phone, in-person, and electronic communication.

Duties/Responsibilities

Essential Job Functions

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  Processes and maintains police reports and other associated documentation using a department records management system (RMS).
• Cooperates with, and disseminates law enforcement data to, other appropriate city, county, and state agencies.
• Enters and retrieves data as required, by utilizing department RMS, Computer-Aided Dispatch (CAD), MN Department of Public Safety – Portals, and MN Bureau of Criminal Apprehension (BCA) systems, along with other state and county computer-based systems and databases.
• Prepares and disseminates electronic evidence for city and county prosecutors, social service agencies, law enforcement agencies, state agencies, and the courts.
• Processes and releases law enforcement data to the public, city and department employees, and other state and government agencies in accordance with the Minnesota Government Data Practices Act, the Freedom of Information Act (FOIA), local and federal laws, and Minnetonka Police Department policies and procedures.
• Utilizes various software programs, systems, and databases to retrieve, redact, transcribe, and/or disseminate police video and reports, audio statements, and other digital media files.
• Processes and performs background checks for firearm permits to purchase.
• Performs employment background checks for government and municipal agencies.
• Provides excellent customer service and assistance as the department’s first point of contact for walk-in, telephone, and email data requests and non-emergency calls for service.
• Maintains confidential data and information.
• Performs other duties and assumes responsibilities as apparent or assigned.

Qualifications

Knowledge, Skills, and Abilities:

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  Ability and desire to work as a member of a team by positively and respectfully communicating, listening, and working independently and together on common goals, tasks, and duties.
• Possesses willingness to learn new technology and adapt to changing technologies.
• Ability to accommodate and communicate with individuals of different educational, cultural, and professional backgrounds.
• Ability to think critically, and manage time and resources in a high volume and/or stressful situation or environment.

Minimum Requirements:

• A commitment to and belief in the organization’s shared values.
• High School Diploma or equivalent (GED).
• Two years of general administrative and/or customer service experience.
• Proficient in Outlook and MS Word, ability to operate common office equipment and software applications.
• Ability to communicate courteously, professionally, and effectively in both oral and written formats.

Desired Qualifications:

• Previous experience in a law enforcement, public safety, legal, or court environment.
• Knowledge of, or experience with, Minnesota Data Practices Act, records management systems, general criminal justice.
• Experience in data entry/retrieval, word processing, transcription.
• Experience in record management and computer aided dispatch systems, NCIC, Portals, BCA systems, or other CJIS systems.

Additional Information

We promote a supportive work environment that encourages excellence, accountability, customer focus and teamwork where employees are appreciated, respected and valued through our commitment to the employee-developed shared values:

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  Adaptable Learning & Innovation
• Authentic Communication
• Healthy Human Relationships
• Contagious Enthusiasm
• Outcome Focused Teamwork
• Shared Success

Commitment to fostering a diverse and inclusive workplace/environment:

• To foster effective working relationships and appreciate the differences of fellow co-workers
• To work collaboratively with others, promoting employee talents, skills and ideas
• Reserves judgement; listens for different views and perspectives before drawing conclusions.

This position is a non-union, non-exempt position with the following compensation range reflecting hourly pay rate:

• Step 1 - $28.557
• Step 2 - $29.350
• Step 3 - $30.143
• Step 4 - $30.937
• Step 5 - $31.730

• Yearly cost of living adjustment (COLA) and market adjustments may be in addition to the above listed salary step increases. Step increases may occur after six months, one year, two years, and three years from date of hire.

**This position is also eligible for a yearly departmental MERIT payment of up to 2.5%. Those with less than one year of service may receive a pro-rated amount of the identified MERIT increase, per personnel policy guidelines.

Hiring & interview process:

• Posting – April 24 - May 8
• Candidate notifications – May 9
• 1st round interviews – May 17 - 18
• 2nd round interviews – May 22 - 23
• Candidates notified of moving forward with background information – May 24
• Deadline for completed background packet – July 16
• Conduct pre-employment background and final offer – Completed by 3rd week in June
• Potential Start date – July 5