Records Management Technician

About Maple Grove, MN

Maple Grove is a forward-thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area. We are home to over 70,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land. The City of Maple Grove is proud to employ over 250 benefit-earning employees, 500 part-time, casual, temporary, seasonal employees, and 100 paid-on-call firefighters to staff our many departments. We provide public safety, public works, community and economic development, parks & recreation, and many other important public services to a growing community.

The Position

Responsibilities

• Coordinate efforts to ensure that the City of Maple Grove is an equitable, inclusive, and respectful organization that supports the City’s mission, vision, and core values.
• Demonstrate an understanding and respect for the diversity of customers and coworkers, effectively communicating with individuals whose first language may be other than English.
• Perform receptionist duties, including receiving and screening visitors, answering telephone calls, and assisting the public both by phone and in person at the front counter. Respond to questions regarding department procedures for the public and outside law enforcement, and transmit records to other agencies as required.
• Manage police records by creating, reviewing, approving, and coding through the utilization of the Field-Based Reporting (FBR) database, ensuring accurate and thorough data is collected for dissemination pursuant to applicable state statutes and federal reporting systems.
• Enter and maintain the integrity of data in a computer system to build databases that provide information for criminal activity, record management, statistical reports, and special searches as required.
• Transcribe case narratives, statements, correspondence, and reports from voice recordings or direct dictation, which are utilized for case completion, investigation, and prosecution purposes.
• Operate and maintain multiple computerized systems for entry and retrieval of information for various law enforcement functions; enter data and scan reports in computerized imaging and retrieval systems.
• Fulfill public requests for the release of police records and documents in accordance with MN Data Practices, utilizing knowledge of the Data Privacy Act and its application for the release of law enforcement information.
• Conduct and review criminal history and background checks while processing permits and licensing documents; transmit and receive teletype transactions for various purposes in compliance with Bureau of Criminal Apprehension Criminal Justice Information Systems standards.
• Ensure proper management of permit and licensing documents, arrest and fingerprint records, warrants, police reports, and related documents in accordance with departmental standards and legal requirements.
• Maintain excellent public relations through communication with the public as well as other departments and agencies; interact with Hennepin County dispatch, respond courteously to inquiries, provide information within the scope of responsibility, and refer calls as appropriate. Independently handle situations that may arise with irate individuals, either by telephone or in person.
• Process and maintain both automated and manual confidential and sensitive police records, safeguarding data while ensuring confidentiality as prescribed by law.
• Assemble and disseminate case files to the City and County Attorney for charging considerations; process court subpoenas; maintain current files for Orders for Protection (OFP) and Harassment Restraining Orders (HRO).
• Participate in police department community outreach activities (e.g., National Night Out) and contribute to City of Maple Grove employee advisory committees.

• Knowledge of federal and state data privacy laws and related department policies.
• Understanding of the methods, principles, and practices of modern law enforcement.
• Familiarity with the geography of the City of Maple Grove.
• Proficiency in the principles and procedures of basic record keeping.
• Awareness of the processes for records processing and maintenance of law enforcement agency records.
• Knowledge of operational procedures for police records computer systems and modern office equipment.

• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Respond to requests and inquiries from the general public.
• Maintain confidentiality of information and accurately record and file data.
• Type or word process at a speed necessary for successful job performance.
• Understand complex concepts involving permits, licensing, and a variety of other processes, explaining them to others effectively.
• Learn and apply relevant policies, ordinances, rules, and regulations within the Records Management Unit, including Police Coding of Offenses, City Ordinances, NCIC and MNCIS Rules and Regulations, Police Department Policies, and MN Government Data Practices.
• Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, preparing accurate records, and operating assigned equipment.

Qualifications

Equivalency: An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Need to have:

• Associate’s degree in a related field or two years of related work experience.
• Maintain BCA/CJIS Security Awareness certification to include annual BCA Terminal Operators Certification.
• Possession of or ability to obtain the Minnesota Bureau of Criminal Apprehension Terminal Operators certification within six months from the date of hire.

• Previous clerical experience.
• Experience within a law enforcement agency.
• Ability to speak multiple languages.

Supplemental Information