Police Records Specialist

Salary : $32.16 - $40.57 Hourly

Location : Inver Grove Heights, MN

Job Type : Full-time Benefited

Job Number : 2025-00010

Department : Police

Division : Police

Opening Date : 02 / 11 / 2025

Closing Date : 2 / 26 / 2025 4 : 30 PM Central

Position Description

The City of Inver Grove Heights seeks an administrative professional with law enforcement office support training and experience. We are currently accepting applications for one current and one future vacancy for the position of Police Records Specialist .

The Police Records Specialist is responsible for providing administrative and technical support to department staff in processing various police records and reports. Duties and responsibilities include receiving, entering, researching and assimilating data into the department's records management system or other databases; identifying and maintaining crime activity data, known offender and statistical information; and performing a variety of related duties associated with the maintenance of departmental records.

The estimated hiring range is $32.16 to $34.95 / hr., pending completion of 2025 contract negotiations. Please see the Benefits Tab on this posting for more information on available benefits.

Essential Job Functions

• Processes, codes and disseminates assigned incident reports, supplements, case documents, and audio and video materials to the proper charging agencies or persons. Assembles evidence and other documentation for assigned cases. Processes criminal histories for charging enhancements.
• Receives, processes and reviews confidential police and medical records, reports and crime information. Redacts and disseminates when appropriate.
• Processes and disseminates follow-up requests from the proper charging agencies or person.
• Coordinates the criminal charging complaint process.
• Performs purging of the agency's case files in accordance with data retention.
• Transcribes audio statements, forensic interviews, and 911 audios requested by outside agencies per departmental policy and forwards completed transcribed statements via case transfer and email.
• Responds to Criminal Justice partner agency inquiries and requests in a timely manner and consistent with data privacy requirements.
• Processes daily BCA NCIC file verification. Processes monthly BCA NCIC validations to verify data accuracy.
• Processes and resolves BCA NCIC suspense files.
• Processes criminal histories for local city business licensing.
• Processes data through various law enforcement or governmental agency databases for reporting, data entry (recordkeeping) to meet BCA and FBI reporting deadline, validation, and error resolution requirements.
• Verifies the submission of related case data, photographs, video property, and evidence reports and notifies supervisory personnel of missing data.
• Reviews and fulfills data requests in accordance with complex and evolving state and federal statutes, often requiring redaction of sensitive or confidential information.
• Processes, codes, reviews criminal histories, and appropriate state and federal queries for permit to purchase applications. Receives determination of approval or denial of the applicant from the appropriate legal authority.
• Performs customer service duties; answers incoming calls, greets public and provides assistance on routine matters or refers parties to the appropriate law enforcement personnel or other external agencies.
• Processes, records, and maintains records regarding forfeitures made by the department and reports forfeiture summaries to required state agencies.
• Processes, records and maintains records pertaining to court notices for department member appearances.
• Processes and records subpoenas and other court orders that department members are required to serve.
• Responds to time-sensitive attorney requests for data.
• Processes applications for alarm registration permits. Maintains and updates alarm and key holder records and updates with appropriate agencies.
• Receives and processes business and residential alarm billings.
• Accepts and processes applications for ride-alongs.
• Accepts and processes applications for premise checks.
• Drafts and composes correspondence at the request of supervisory personnel.
• Maintains and balances department petty cash.
• Assists with community events sponsored by the Police Department.
• Attends relevant seminars, conferences, and trainings to stay up to date and maintain certification in the field of law enforcement information and records and data retention practices.
• Completes projects and performs other duties and responsibilities as assigned.

Qualifications

Requires a high school diploma or equivalent, plus at least one year of post-secondary training or education, and 3 years directly related administrative and law enforcement office support experience; or an equivalent combination of education and experience to perform the work. Must have or obtain BCA Terminal Operator's Certificate and DVS Access via MyBCA Certification within 90 days of hire. Must pass a comprehensive background investigation, including fingerprinting.

Supplemental Information

Essential Knowledge, Skills, and Abilities Necessary to Perform the Essential Functions of the Job :

Work Environment :

Duties of the job are primarily administrative in nature and performed in an office environment. The environmental hazards and risks associated with the job can be characterized as minimal.

Physical Job Requirements :

Employee is frequently required to sit, talk, listen and hear; continuously use hands / fingers dexterously; and on occasion reach with hands and arms, stand, and walk. Exerting up to 10 lbs. pounds of force periodically and / or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.

The City of Inver Grove Heights offers a competitive benefit package including but not limited to Health Insurance, Flexible Compensation (cafeteria plan for use toward employee premiums with excess (if any) paid to employee), Vacation Leave, Personal Leave (or Sick Leave for Police Officers), Holiday pay, Life insurance, Long-term Disability Insurance, Minnesota Public Employee Retirement Association (PERA) Retirement benefits, and Employee Assistance Programs. Optional Dental, Vision, Short-term Disability Insurance, Flexible Spending Accounts, and Deferred Compensation Plans also offered. Part-time benefit contributions are prorated, and all union benefits levels are subject to negotiated contracts.

Follow this link for more details on our insurance plans :

Do you have experience with the Criminal Justice Network (CJN)?

Do you have experience working with any Law Enforcement Records Management System (RMS) such as Pro Phoenix?

If you answered Yes to Question 2 above, what system(s) have you used?

Have you worked in a law enforcement setting before?

Have you ever done transcription before?

Have you handled redacting and / or releasing records in compliance with the MN Data Practices Act?

Do you have experience using Portals / MyBCA?

Do you have experience processing Minnesota Permit to Purchase / Transfer a Handgun applications?

Do you have experience working with law enforcement case management and / or preparing cases for criminal charging?

Required Question

Salary : $32 - $35