Police Support Specialist

OBJECTIVE

This position serves as the primary telephone and front desk point of contact and is responsible for a wide variety of clerical support and records management for the Police Department.

SUPERVISION RECEIVED & EXERCISED

• Works under the general supervision of the Police Captain
• No supervision exercised

ESSENTIAL FUNCTIONS

To perform this job successfully, an employee must report to work on a timely and regular basis and be able to perform each essential function. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be assigned.

The duties listed below are intended only an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

1. RECEPTION & CLERICAL ACCOUNTABILITIES

• Greets and communicates with the general public via telephone or in person to provide general information or dispatch staff appropriately
• Performs general clerical support for the Police Department including, records retrieval, word processing, preparing and/or editing spreadsheets and databases, data-entry, copying, faxing and emailing
• Researches and compiles files for the public and other agencies according to MN Data Privacy Act
• Provides accurate and timely entry of information in to Criminal Justice Reporting System (CJRS)
• Transcribes reports, statements and supplementary reports, grants, warrants, taped statements and other documents
• Maintains and manages a variety of police records systems and confirms all data entries are done and consistent with records procedures
• Posts incidents, court dispositions and reviews for content, accuracy and completeness
• Retrieves data, compiles reports and statistical law enforcement data as directed
• Prepares and provides records as required by the city and county attorneys, local, state and federal agencies
• Receives complaints and composes Initial Case Reports (ICR’s)
• Monitors security cameras for suspicious activity and notifies proper personnel when alarm and/or disturbance is identified or reported
• Open, sort and distribute incoming correspondence, including faxes, mail and website communications
• Assists in the procurement and maintenance of department materials and supplies
• Processes applications, tickets and permits and maintains related documentation
• Creates invoices, accepts payments, issues receipts and maintains related documentation
• Schedules meeting space and organizes facilities and equipment for meetings/events

ORGANIZATIONAL RESPONSIBILITIES

• Develops and maintains a thorough working knowledge of the Police Department in order to provide effective customer service
• Maintains confidentiality in all police related information and handles sensitive matters with highest level of tact and maturity
• Maintains a favorable image for the Police Department by exhibiting friendly, respectful and cooperative relationships with co-workers and the public
• Reports matters requiring attention of other City departments to appropriate staff members or other government officials
• Participates in programs that strengthen relationships/partnerships between City departments, other law enforcement agencies and the community
• Promotes teamwork through communication and cooperation in a respectful, considerate and professional manner
• Supports the Department and City’s vision and mission and accepts responsibility for the duties of the position and works diligently towards complete and accurate work assignments
• Continually develops and recommends more efficient and effective ways of carrying out the duties and responsibilities of the position
• Promotes safety in every activity and abides by the City’s safety rules and procedures
• Participates in public relations activities and educational programs as assigned
• Performs other duties and responsibilities as needed or assigned

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Ability to represent the Police Department in a positive and professional manner at all times
• Ability to provide friendly, courteous responses for coworkers and the public
• Ability to perform a variety of routine and complex clerical support functions involving the use of independent judgment and personal initiative
• Thorough understanding of the organization and operations of the Police Department and outside related agencies or organizations
• Ability to transcribe and learn and implement law enforcement computer systems
• Considerable skill in using a personal computer, including Windows, word processing, spreadsheet, database, email and internet applications
• Ability to analyze situations carefully and adopt effective courses of action
• Ability to determine and maintain confidentiality
• Ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs
• Ability to establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work
• Ability to develop and maintain a comprehensive filing system
• Ability to work independently and as a member of a team
• Ability to organize and prioritize work and coordinate and track procedures and processes
• Ability to work with frequent interruptions

MINIMUM QUALIFICATIONS

• 2 years of progressively responsible office related experience
• High School Diploma or General Education Degree (GED)
• Completion of diploma/program in Business, Office Administration, or related field
• Accurate typing at 40 w.p.m. or better
• Working knowledge of Windows and the Microsoft Suite of products
• Must pass background investigation
• Valid Driver’s License

PREFERRED QUALIFICATIONS

• An A.A. or A.S. degree in business, office administration or a closely related field
• Experience with law enforcement recordkeeping systems

BENEFITS

The City provides a competitive benefits package covering 100% of single medical insurance premiums, a $50,000 basic employee life insurance policy, PERA eligiblity, employer contribution to VEBA/HSA, paid time off, and paid holidays. Visit our 2025 Benefits Summary for additional information.

Job Type: Full-time

Pay: $27.20 - $34.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $27 - $34