Records Specialist

ABOUT THE COMMUNITY
Windsor, Colorado, established in 1881, is a thriving home-rule municipality strategically located between Denver and Cheyenne. Originally rooted in agriculture and railroads, Windsor has grown fivefold in the past 30 years, becoming one of Colorado's most desirable communities in northern Colorado. With excellent schools, quality healthcare, and diverse housing, Windsor offers a safe, close-knit environment. The town is home to 44,632 residents, with easy access to nearby cities and educational institutions like Colorado State University and the University of Northern Colorado. Windsor features 26 parks, 53 miles of trails, and a vibrant downtown. Major employers include Anheuser-Busch and Vestas Blades America. Upcoming developments include the Legends Sports Complex and a new Police Department facility.

ABOUT THE DEPARTMENT
The Windsor Police Department is comprised of six main divisions: Community Engagement, Investigations, Patrol, Property & Evidence, Records, and Special Operations. As an agency, the Police Department continues to work toward strengthening its relationship with the community by recruiting individuals that reflect its vision of striving to do better each day, and by hiring only those who are committed to serving everyone in the community at the highest level.

The Police Department provides the following community services:

• Community Engagement Team: Establishes and fosters positive relationships within the community.
• Investigations: Conducts follow-ups and prepares cases for appropriate clearance.
• Patrol: Keeps watch and responds to emergencies 24 hours a day, 7 days a week.
• Property & Evidence: Maintains the integrity of evidence and/or property collected during a criminal investigation and/or held for safekeeping.
• Records: Gathers accurate crime data from officers, processes, maintains, and releases police records.
• Special Operations: Handles commercial vehicle inspections, Municipal Court security and provides support at special events. This team is also an integral part of the Town’s traffic safety efforts.

The Windsor Police Department recently completed a new 43,000-square-foot facility designed to accommodate future growth of both sworn and non-sworn personnel. This state-of-the-art building includes advanced tools and resources such as training spaces, a multipurpose conference area, evidence-processing facilities, and an onsite gym.  

If you value integrity, relationships, and innovation and want to make a difference every day, we invite you to apply and join our team! 

Hiring Range - $26.04-$30.60 hour/non-exempt

Work Schedule:   Generally, 40 hours per week, Monday through Friday from 8:00am to 5:00pm – may occasionally require various shifts, including days, evenings, weekends, and/or holidays

NATURE OF WORK

A Records Specialist performs a full range of technical, specialized, and complex criminal justice record management functions with only occasional instruction or assistance.  This position requires employees to exercise critical thinking skills, work independently, apply well developed professional office and records management knowledge  and exercise sound judgment and initiative. The Records Specialist position includes extensive work in the maintenance and dissemination of timely and accurate police records and requires the ability to understand, interpret, and comply with local, state, and federal rules, regulations, and laws. This position receives and processes requests for records from other agencies, Town of Windsor staff, and the public; receives, routes, and processes confidential paperwork and records including entries into state and federal databases, state and federal reporting, and records in paper and digital form. 

Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Opportunity Employment policy.

SUPERVISION RECEIVED        
The Records Specialist Technician works under the direct supervision of the Records Manager.  

SUPERVISION EXERCISED           
None

• Exercise specialized knowledge of local, state, and federal regulations pertaining to archiving a records management practices, including retention and archiving, review, and disposition, ensuring compliance with retention schedules, including CORA (Colorado Open Records Act) and the Colorado Criminal Justice Records Act (CCJRA).
• Perform critical review of internal reports and records, including implementation of necessary data for UCR (Uniform Crime Reporting) compliance.
• Critical review, entry, and maintenance of various records into state and national databases pursuant to Criminal Justice Information Systems (CJIS) requirements and Department directives. 
• Receive, analyze and interpret requests for reports and documentation from a variety of sources including; departmental staff, other local and state law enforcement personnel, insurance companies, other public safety agencies and organizations, and the public.
• Review requests for access to public safety records to determine release eligibility; determine appropriate response; redact, release, or withhold applicable records in compliance with local, state and federal laws. 
• Organize, file, copy, and distribute public safety reports, citations, and other materials to appropriate personnel and the public in accordance with laws, Colorado State Statutes, and procedures governing the dissemination of information. 
• Ensure all case files are complete, accurate, and ready to be forwarded to attorneys, courts, and appropriate state and local agencies for prosecution or review. Ensure that all documents are scanned, labeled properly, and attached to digital case file in preparation for transmission. 
• Distribute reports to appropriate agencies per department policy and in accordance with State Statutes for; VRA (Victims’ Rights Act) crimes, crimes against at-risk adults, child abuse, and juvenile cases, and reports involving damage to town property.
• Request reports for cases, reports from dispatch, and documents from other agencies as requested.
• Complies with court orders to seal or expunge criminal justice records.
• Enter, maintain and retrieve data, reports and information in a variety of automated records management systems.

 Criminal Justice Document and Data Management

• Ensure accurate and timely routing of reports, citations, supporting documentation, and forms to appropriate internal and external entities.
• Type, record and file a wide variety of confidential public safety records, reports and materials including memos, letters, complaints, fingerprint cards, arrest information, warrants, citations, and crime and traffic reports. 
• Clearly and accurately, share confidential and sensitive public safety information to officers and public safety professionals over various communication methods and state databases.
• Communicate and coordinate with other town departments and State agencies regarding citizen safety and assistance needed by officers in the case of accidents, natural disasters, or other emergencies.
• Track, create, and maintain accurate records of Department statistics. Create and distribute monthly and yearly reports to the Chief, Town Board, and state agencies. Respond to other requests for statistics or crime trends as requested.
• Notarize documents according to state law, and keep accurate records of notary acts.
• Receive incoming subpoenas for officers and send notifications to officers and supervisors. Keep calendar entries and ensure they are up to date, notify officer/supervisor of changes or cancellations. Make sure that officers have copies of report or items they require for court.

OTHER DUTIES
Depending on organizational need, additional duties may include the following:

• Continues educational and certification requirements in order to remain current with all methods and procedures.
• Compliance with department policies and procedures and local, state, and federal laws.
• May perform customer service-related tasks, including greeting and assisting visitors, answering and redirecting public calls, and taking and processing payments accordingly.
• May participate in town employee committees, projects or assignments as required.
• May be required to work overtime.
• Performs work safely; reports safety concerns to management; supports safe work practices.

EDUCATION, EXPERIENCE AND FORMAL TRAINING 

• Must have a high school diploma or equivalent.
• Four years of professional office experience with emphasis on customer service, project coordination, and problem solving: to include data entry experience.
• Experience in a law enforcement environment is desirable.

LICENSES OR CERTIFICATES

• Ability to obtain and maintain certification in the following: 
  • NCIC/CCIC (National and Colorado Crime Information Centers)
  • CORA (Colorado Open Records Act)
  • CCRN (Colorado Certified Records Network)
• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
• CPR/1st Aid certification within 30 days of employment

• Law enforcement principles, practices, and procedures relating to records management
• English usage, spelling, grammar, and punctuation.
• Office procedures, methods, and equipment including computers.
• Intermediate knowledge of computer applications such as word processing, spreadsheets, and databases.
• Records management principles and procedures including record keeping and filing principles and practices.
• Methods and techniques of proper phone etiquette.
• Mathematical principles.
• Basic principles of business letter writing and report preparation.

Ability to:

• Analyze situations in an timely and objective manner, to make rational and effective decisions.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from other town staff, the general public, and outside agencies.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Plan and organize work to meet changing priorities and deadlines.
• Learn the organization, operation, and services of the town and of outside agencies as necessary to assume assigned responsibilities
• Learn, operate, and effectively utilize various software applications and office equipment. 
• Learn and apply new information and skills.
• Type or enter data at a speed necessary for successful job performance.
• Establish and maintain a variety of files and records.
• Prepare routine correspondence and memoranda.
• Perform routine mathematical calculations.
• Understand and carry out oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Ability to maintain a safe working environment.
• Must be able to interpret, comprehend, and apply policies, procedures, criminal laws and ordinances and interpret those policies and procedures relative to job scope.
• Must be able to follow supervisor's oral and written instructions and complete assignments in a satisfactory manner
• Must be able to speak and write the English language clearly and concisely to communicate with callers/visitors, police personnel and other co-workers and to give clear testimony in court.
• Ability to apply good judgment and decision-making skills to complete assignments and to solve problems.
• See in the normal visual range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Hear in the normal audio range with or without correction.

MATERIALS and EQUIPMENT USED 
Materials and equipment used include, but may not be limited to the following:

1. Equipment:  Position requires use of various equipment including, computers, recorders, phones, printers, software/database applications, security system, radios, and general office equipment and supplies.

Note:  This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position.   Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.   The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The town is dedicated to the principles of equal employment opportunity.  We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race, gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.   

Salary : $54,163 - $73,133