Police Records Specialist
Police Records Specialist
Posted on :
08-08-2025
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1 Vacancy
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Job Description
POSITION SUMMARY
The Records Management Specialist maintains processes and retrieves various law enforcement related records warrants and traffic reports. Maintains filing system for records. Serves as receptionist for the department. Provides technical assistance to both citizens and other employees.
REPORTING RELATIONSHIPS
Reports to: Records Management Supervisor
Direct Reports: None
DUTIES AND RESPONSIBILITIES
The listed examples of work are not intended to be all-inclusive. They may be modified with additions deletions or changes as necessary.
Essential Duties & Responsibilities
- Processes all incoming paperwork and computerized reports from other departments and divisions. Separates copies and distributes large quantities of completed paperwork to the proper divisions departments and agencies. Enters and retrieves stored records from a variety of storage devices.
- Processes canceled criminal warrants from the courts. Enters and scans recovered vehicle information vehicle impound data pawned property blood alcohol results on arrestees and dispositions from and for both municipal and county courts into Records Management System and Colorado Criminal History Files.
- Processes daily incoming and outgoing mail for County and other City agencies and departments.
- Tracks all reports and documents both incoming and outgoing to ensure integrity of records.
- Responds to customer needs. Serves as receptionist for all divisions within the Department. Provides security checks and electronic access to secured doors within the Police complex.
- Provides systematic checks of available records for private and governmental inquiries including criminal records accident reports and municipal warrants. Checks local state and federal histories for officers Municipal Court and various other police court probation and human service agencies.
- Deals with cash monies and securities relating to prisoner bonding photocopying and sex offender registration and photos. Submits reconciled cash report on a regular basis.
- Operates numerous pieces of office equipment for data entry retrieval archiving and transmittal of public safety related information including photocopiers fax machines optical disk storage equipment and personal computers utilizing several software packages.
- Enters verifies and maintains data in Records Management System for such purposes as arrests accident reports incident and offense reports deaths confiscated property traffic tickets and other reports related to the public safety function.
- Responsible for researching and extracting digital data from the City Camera system and mug shot system utilized for evidence and/or prosecution of criminal cases.
- Assists in the gathering and entering of pertinent information for monthly and annual statistical reports to include the National Incident Based Reporting System standards and other internal crime reporting information. Enters departmental crime statistics into a variety of computer systems.
- Assists the Patrol Division with various record keeping assignments and computer entry. Scans and indexes all Patrol Division documents.
- Records maintains and updates fingerprint tracking data on arrests for submission of criminal history information to State and Federal government.
- Processes and collects money for juvenile arrest records released to the public.
- Processes and collects money for Sex Offender Registration to include criminal history and warrant checks. Processes and releases Public Sexual Offender report.
Other Duties & Responsibilities
- Processes petitions to seal criminal records on an as needed basis.
- Scans and maintains hard copy files for permanent retention of death files.
- Verifies and Validates data entered into State and Federal computer systems.
- Performs other duties as assigned and required.
PREPARATION AND TRAINING
Education
- High School Education or GED; some college work in Criminal Justice helpful
Work Experience
- 2 years of general office experience in Criminal Justice field preferred.
Certifications and/or Licensures
- CCIC/NCIC (must obtain within 3 months of hire);
- CCRN (must obtain within 3 years of hire)
Required Drivers License
- None
An equivalent combination of education training and relevant job experience may be substituted.
KNOWLEDGE SKILLS AND ABILITIES
Knowledge
Working knowledge of
- Colorado Municipal Records Retention Schedule
- National Incident Based Reporting Standards
- General office procedures
- Office equipment
- Windows based software preferably Microsoft Office and Excel
Basic knowledge of:
- Criminal statutes
- Title 18 of the Colorado Revised Statutes preferred
- Title 24 of the Colorado Revised Statutes preferred
Skills and Abilities
- Computer Skills - Strong keyboard skills needed to type 40 words per minute or equivalent.
- Communication - Strong customer service skills needed to interact with the public including irate and uncooperative customers and outside agencies.
- Analytical - Strong skills required to decipher research and retrieve information/records needed with minimal information.
- Mathematical - Strong skills needed to file numerically and handle money.
- Must be able to learn and understand Title 24 Criminal Justice Records Release Title 18 of Colorado Revised Statues and Municipal Ordinance information and other basic legal terms and restrictions.
- Must be able to maintain the confidentiality of certain information.
WORKING CONDITIONS
Work is performed indoors in a standard office environment. This position involves high public contact and mobility through a multilevel public use facility.
Sufficient physical stamina and strength is required to safely perform the following:
- Push/pulling of up to 20lbs of force; lifting floor to shoulder of up to 25lbs; lifting overhead of up to 13lbs; carrying of up to 10lbs
- Occasional walking overhead reaching squatting stooping use of far acuity depth perception and peripheral vision
- Frequent sitting standing and balancing and constant fine manipulation talking hearing and use of near acuity
HOURLY RATE
$22.31 - $33.47/Hourly Pay Rate
This is a full-time position.
BENEFITS
The City of Englewood offers a comprehensive benefits package including but not limited to:
- Medical Dental and Vision Plans
- Retirement Plans
- Paid Time Off
- Sick Leave
- 12 Paid Holidays
- 1 Cultural Recognition Day (Floating Holiday)
APPLICATION DEADLINE
Open until filled.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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