Police Records Technician - PT

Salary : $27.39 - $36.97 Hourly

Location : Crystal, MN

Job Type : Regular Part-time

Job Number : 2025 -Police Records Tech (PT)

Department : Police

Opening Date : 02 / 11 / 2025

Closing Date : 3 / 2 / 2025 11 : 59 PM Central

Description

This is a part-time position, working 20 hours per week.

Provides clerical and customer service support and processes a variety of complex, specialized clerical and technical duties involving, transcription of a variety of police records and reports, receives, enters, researches and assimilates data into a police records management system and numerous law enforcement data bases, performs a variety of related duties involved in the maintenance of public, private, confidential police records according to the Minnesota Data Practices Act and state retention schedule.

Examples of Duties

• Performs receptionist duties including but not limited to the following activities : receives and screening of visitors, answers telephone calls and assists the public by telephone and in person at the front counter; collects fees for license / reports, etc., responds to questions regarding department procedures for the public; and transmits records to authorized agencies as required.
• Establish and maintain excellent public relations with the public, city personnel, city departments and other agencies; responds courteously to inquiries, provides information within scope of responsibility, and refers calls as appropriate to other parties; may independently handle situations that may occur with irate persons either by telephone or personal contact.
• Performs a variety of general administrative tasks, such as sending / receiving and processing incoming mail, e-mail correspondence, maintains / orders police forms and office supplies for the police department.
• Maintain and process files / program to monitor on-street temporary and seasonal parking permits, collecting applicable fees.
• Enter transactions into the finance system. Compile weekly report on activity.
• Process and report false alarm activity, and notifications, animal impounds, and collect applicable fees.
• Enter, retrieve and maintain the integrity of data in city, local, state and federal law enforcement databases that provide information for criminal activity, management of records, statistical reports, special searches, and compiles reports and information requests as needed.
• Conducts a variety of background checks; city employment, gun permits, tobacco, solicitor and liquor license, etc. from a variety of law enforcement data bases.
• Receive and review incident complaints, in-custody and arrest reports according to violation type and any other pertinent information pursuant to applicable state statutes, state and federal reporting systems.
• Transcribes police case narratives, statements, correspondence, reports, etc. from voice recordings, direct dictation or drafts, which are utilized for investigation and prosecution purposes.
• Ensures proper management of permit and licensing documents, POR, arrest and fingerprint records, warrants, police reports, and related documents in accordance with departmental standards and legal requirements.
• Monitor and aid in the fingerprint prevention and resolution of fingerprint suspense files involving court dispositions, identifier mismatch or a lack of fingerprint submission for our agency.
• Maintains, enters, updates and cancels required data into the MNCIS / NCIC System (Hot Files), processing monthly validations. Conducts criminal history, driver license, motor vehicle registration queries in MNCIS / NCIC data base, as required by Criminal Justice Information System procedures and policy.
• Completes public requests for release of police records and documents in accordance with MN Data Practices, utilizing knowledge and release of law enforcement information following state, federal and local laws, maintain confidentiality of records.
• Review, scan, index, verify a variety of records / reports accurately attaching to case files into the police records management system and Laserfiche.
• Provide technical and clerical support for patrol, investigations, administrative divisions of the police department and all other city departments.
• Use sound judgement in following applying pertinent laws, regulations, policies and procedures.
• Read, understand, and review documents for accuracy and relevant information.
• Participate as part of a department team or committee in problem solving assignments.
• Performs related duties and responsibilities as assigned.

Typical Qualifications

MINIMUM REQUIREMENTS

DESIRABLE TRAINING AND EXPERIENCE

Knowledge, Skills and Abilities

Communications : Must have the ability to communicate effectively and courteously with the public and staff in person and on the telephone. Must have the ability to actively listen to others for understanding of their needs and situations. Ability to speak and write English clearly. Ability to read and understand instructions and directives. Must have the ability to record names, facts, numbers, and information accurately. Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient. Must be able to effectively represent the organization, department, and its operation to the management and public.

Decision Making : Must act in a decisive manner, using good judgment. Must be able to assess problems and situations, anticipate needs, and evaluate alternatives.

Interpersonal Relationships : Must be consistent in dealing with people. Must be sensitive to others' problems and concerns without direct involvement. Must exclude personal biases from work performance. Must have the ability to accept criticism and / or discipline. Must have tact and diplomacy. Must strive to promote a cooperative atmosphere in the department and work closely with team members. Must be willing to assist others and share information as needed.

Professional Attitude : Must have commitment to the organization. Ability to maintain confidentiality on department related items. Willingness to take initiative and show dependability. Must exhibit maturity in relationships with others. Must exhibit a willingness to be trained in functions of the job. Must represent the organization to other agencies, staff, and citizens with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.

Quality of Work : Must be able to produce quality, accurate work as set forth in job standards / expectations. Must be able to detect and correct errors. Must be able to utilize work time properly and productively. Must be able to creatively adjust time use and structure to accommodate a changing workload or deadline. Ability to provide customers with accurate and timely information. Ability to use the computer for word processing, spread sheets and database packages and other various computer packages as assigned. Ability to keep accurate records, to assemble and organize data, and prepare standard reports from such records. Ability to work independently on a wide variety of projects and assignments with general guidance and supervision. Ability to handle multiple tasks confidently and with minimum error.

Technical Knowledge : Must maintain CJRS and CJIS "Hot File" certification.

PHYSICAL REQUIREMENTS

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, reaching with hands and arms and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

General Benefits

Health / Dental / Life Insurance Coverage - Health, dental, and life insurance coverage is available to all regular employees.

Long Term / Short Term Disability - Long term and short term disability insurance is available to all regular employees.

Retirement Health Savings Plan (RHS) - Regular full-time and regular part-time employees are eligible for the RHS Plan. The City will contribute a set dollar amount per month. Employees who have a minimum balance of hours in their sick leave banks will also contribute a set number of days into their individual accounts.

PERA (Public Employees Retirement Association) - PERA is mandatory for all government employees. The City contributes a set percentage and you contribute a set percentage of your gross income directly into PERA. For details on PERA, vesting and retirement, contact Finance or PERA at (651) 296-7460.

Vacation and Sick Leave - Upon your start date, you will accrue vacation and sick leave at the rate of 12 days per year (0-5 years of completed service). This is prorated for part-time employees according to hours worked. Each full time employee must expend a minimum of 80 hours of vacation each calendar year.

Holidays - The City has 13 paid holidays per year, two of which are personal / floating holiday.

Education Benefits - Employees may be eligible for a percentage of reimbursement of tuition up to a set amount on "work-related" courses, required fees and books upon completion and receipt of a grade of "C" or "satisfactory."

Deferred Compensation - This is a voluntary plan which allows employees to place a portion of their earnings into a 457 pretax deferred investment plan. This plan is subject to IRS Rulings.

Direct Deposit - The City requires direct deposit regarding payroll checks.

Flexible Benefit Plan(FSA) - This is a voluntary plan whereby a portion of your salary may be set aside to cover estimated health care costs and dependant daycare costs. This contribution is taken from gross wages and you must expend all the money you set aside or lose it. This plan is subject to IRS Rulings.

Employee Assistance Program - The City provides an employee assistance program for employees and their family members enrolled in the City's health insurance program.

Mileage Reimbursement - Personal automobile use for authorized trips, meetings, work, etc. will be reimbursed at the rate and consistent with IRS Regulations.

Do you possess a high school degree or equivalent?

Do you have a minimum of two years of clerical experience?

Are you able to accurately type a minimum of 50 words per minute ?

Do you have a minimum of two years of experience working with spreadsheet and word processing Windows based software applications?

Do you have the ability to pass and maintain State of MN BCA Criminal Justice Records System (CJIS) terminal operator certification within six months of employment, and recertification every two years?

Do you have the ability to successfully pass a criminal background check? (A background check will be conducted as part of the selection process).

Did you graduate from a business school?

If you answered "Yes" to the previous question, please describe your education (include name of learning institution and area of concentration)

In total, how much computer experience do you have, including working knowledge of Microsoft Word, Excel, DOS and LOGIS?

How much clerical experience do you have working in a law enforcement environment?

Please describe any clerical experience in a law enforcement environment that you noted in the above question.

This question is used to determine your status as a veteran under the Minnesota Veteran's Preference Statute 43A.1. To be eligible for veteran's preference points, you must : Be separated under honorable conditions from any branch of the armed forces in the U.S. after having served on active duty for 181 consecutive days or by reason of disability rated at 50% or more, incurred while serving on active duty, and be a citizen of the U.S. or resident alien; or be the surviving spouse of a deceased veteran or the spouse of a disabled veteran who, because of the disability, is not able to qualify; or have active military service certified under US Public Law 95-202. You are not required to supply this information, but we cannot award veteran's points without it. Note that the city is not required to award veteran's preference points to eligible candidates applying for Department Head or seasonal / temporary positions. Are you applying for veteran's preference points? If Yes, you must attach the appropriate documentation form(s) to this application or provide the City Human Resources Office with a copy within 5 calendar days after the deadline date for this position.

If you answered "Yes" to the above question, please select the appropriate category that applies to you. Note that you must attach the appropriate documentation form(s) to this application or provide the City Human Resources Office with a copy within 5 calendar days after the deadline date for this position. Appropriate documentation is as follows : Veteran : You must attach your DD214 form to this application or provide the City Human Resources Office with a copy within 5 calendar days after the deadline date for this position. Disabled Veteran : You must attach your DD-214 form and FL-802 form (or equivalent letter from a service retirement board) to this application or provide the City Human Resources Office with a copy of all documents within 5 calendar days after the application deadline. Spouse of a disabled veteran who is unable to use the preference due to the disablity : You must attach your marriage certificate, spouse's form DD-214 and FL-802 form (or an equivalent letter from a service retirement board) to this application or provide the City Human Resources Office with a copy of all documents within 5 calendar days after the deadline date for this position. Widow of a deceased Veteran : You must attach your marriage certificate, spouse's form DD-214 and spouse's death certificate to this application or provide the City Human Resources Office with a copy of all documents within 5 calendar days after the deadline date for this position. Widow of deceased veteran who was disabled at time of death : You must attach your marriage certificate, spouse's form DD-214 and FL-802 and spouse's death certificate to this application or provide the City Human Resources Office with a copy of all documents within 5 calendar days after the deadline date for this position.

Required Question

Salary : $27 - $37