Salary : $65,422.24 - $86,921.12 Annually
Location : Maple Grove 55369, MN
Job Type : Full-time- Benefit Earning
Job Number : 2025-00010
Department : Police
Division : Administrative Support
Opening Date : 01 / 24 / 2025
Closing Date : 2 / 7 / 2025 11 : 59 PM Central
Job Summary
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
Join the City of Maple Grove's Police Department as a Records Management Technician! In this role, you will be responsible for effective communication and providing exceptional customer service while performing vital receptionist duties and managing POLICE records with precision and confidentiality. Candidates should demonstrate knowledge of federal and state data privacy laws and possess strong organizational skills for maintaining accurate records. If you're committed to excellent public service and want to contribute to community outreach initiatives, we encourage you to apply! The City of Maple Grove provides competitive salaries along with exceptional medical and dental benefits, generous sick and vacation time, and a state-operated pension plan to ensure your long-term success. Join us today and become a vital member of our team, committed to delivering unforgettable experiences for our residents!
Hiring Timeline
Application window closes- February 7, 2025
First round interviews- Week of February 17, 2025
Final round interviews- Week of February 24
Candidate estimate start date- Late March, 2025
Pre-employment requirements :
This position will require completing a reference check and BCA background check.
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 :
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.Ability :
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.Nice to have :
Previous clerical experience.Experience within a law enforcement agency.Ability to speak multiple languages.Supplemental Information
WORKING CONDITIONS
Environmental Conditions :
Work is performed in a office environment in an open concept clerical station; exposure to computer screens; working closely with others. Working conditions include noise, frequent interruptions, and other distractions. May encounter and deal with conflict situations during interactions with unpleasant or angry people. Exposure to highly sensitive and graphic content to include written documentation, photos, videos, audio, and other evidence collected as part of investigative reports.
Physical Conditions :
Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.
The City of Maple Grove offers its employees a competitive total rewards package. For details, please visit the
Please read carefully before submitting your application. To assist in evaluating your background qualifications for this position, complete the Education and Work Experience sections AND Supplemental Questions within this application. Please DO NOT write "see resume" as a response to any of the Education and Work Experience sections or supplemental questions. A resume is an optional supplemental document you may attach. I have read and understand these instructions.
Do you have a Associate's degree in related field or 2-years of related work experience?
Yes, I have an Associate's degree in related fieldYes, I have 2-years of related work experienceI don't have an Associate's degree in related field or 2 -years of related work experienceDo you currently have or ability to obtain the Minnesota Bureau of Criminal Apprehension Terminal Operators certification within six months from date of hire.
Do you have experience working in a Law Enforcement Agency Records Unit?
Indicate years of full-time experience in working in a Law Enforcement Agency Records Unit? If no experience, write N / A.
Have you been responsible for being the first line of contact for customers both in person and over the phone in any position you have held?
The Police Records Unit has a customer service window and this position will handle a variety of customer inquiries / transactions each day, either in-person or over the phone. From the list below, please select the type of customer service transaction(s) or task(s) you have performed in your current or previous position(s). (Select all that apply)
Providing customer service in personProviding customer service over the telephoneResponding to customer inquiriesProcessing paymentsProcessing requests for public informationMaintaining confidentiality of all informationHandling irate or emotional customersMaking independent decisions based on established proceduresN / A - none of the abovePlease indicate how many years of experience you have of FT office / clerical work including customer service and using a PC.
None to less than 2 years2 years to less than 4 years4 years to less than 6 years6 years to less than 8 years8 or more yearsFrom previous question, if applicable, please describe that experience. Include position title(s), employer, PT or FT, duration of employment, and a general description of job duties.
Have you worked with computerized records management systems?
If you answered yes to the previous question, please provide the RMS name and describe your experience (Enter NA if not applicable. Do not type 'See Resume'.)
Does your records management experience include performing any of the following? (Select all that apply)
Input data into a records management system in a timely and accurate manner.File, retrieve, and maintain data in a manner that ensures its confidentiality.Maintain moderately complex records and prepare reports from such records.Update and purge records according to record retention schedules.Disseminate data and provide reports to appropriate entities.Serve as resource for general questions and inquiries.Provide exceptional customer service to all individuals requesting assistance.Lend technical support for public, staff, and other agencies.Prepare letters, memorandums, forms, notices, reports and other related documentsN / A - None of the abovePlease describe your experience working with confidential documents and / or records. List employer, FT or PT, duration and document / record type. If no experience, write N / A.
Does your employment experience managing legal records include working with any of the following computer programs? (Select all that apply)
MOC / NIBRS - Minnesota Offense Codes or National Incident Based Reporting SystemNCIC - National Crime Information CenterCJIS - Criminal Justice Information ServicesCJRS - Minnesota Criminal Justice Reporting SystemMyBCA - Bureau of Criminal Apprehension softwareMGA - Minnesota Government Access (MNCIS / Odyssey)CentralSquare Enterprise RecordsAxon EvidenceBCA - eChargingLaunchPad - Training ProgramOtherNone of the aboveI have no experience managing recordsDo you have knowledge and experience working with the Minnesota Data Practices Act? ( Select all that apply)
Limited - I am somewhat familiar with the MGPA, but never really worked with it.Moderate - I know the difference between public and private information.Extensive - I work for a governmental agency and the MGDPA applies to all of the data that I work with.No experienceRequired Question
Salary : $65,422 - $86,921
