University of Minnesota
Police Records Specialist
University of Minnesota, Minneapolis, Minnesota, United States, 55400
About the Job
The Police Records Specialist is responsible for providing complex administrative and technical support to department staff in processing Criminal Justice Information in police records and reports. The role includes receiving, routing, entering, researching, and assimilating data into the department’s records management system or other databases; identifying and maintaining criminal activity data, known offender and statistical information, and performing related duties associated with the maintenance of departmental records. Duties are performed using independent judgment and specialized knowledge within the records management function. The position works under the supervision of the Police Records Manager and also acts as the backup to the Records Manager.
Job Duties
Police Records Management – 65%
Process and maintain police reports and related documentation, including transcription and accurate CJIS data entry in the Records Management System (RMS).
Validate that appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
Flag errors for review.
Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
Instruct and offer feedback to department personnel regarding report composition, policies, and procedures.
Respond to data requests from internal departments, external agencies, and the general public in compliance with the Minnesota Government Data Practices Act, applicable federal law, and department guidelines.
Process citations, reviewing daily citation corrections and dismissal recommendations; research and provide documentation for administrative review; submit dismissal requests through court administration; evaluate volume of citations and assign to assistants as needed; answer public questions regarding citations.
Perform CJDN Operator & Assistant BCA Terminal Agency Controller (TAC) duties: enter, update, purge, review, and retrieve data in MINCIS and NCIC databases.
Run criminal history checks & records checks related to law enforcement subjects, prospective employees, and ride‑along applicants.
Collaborate with multiple city and county attorney offices to submit charging considerations and assist with time‑sensitive court requests.
Collaborate with university departments to share data with Equal Opportunity & Title IX, the Care Team, the Behavioral Consultation Team, and/or Student Conduct.
Maintain records retention schedule, applying policies and procedures to digital and physical records; organize, retain, and purge agency case files accordingly.
Operations Support – 25%
Provide customer service in person, by email, and over the phone regarding police reports, citations, and law‑enforcement data.
Execute fingerprint check process for prospective employees, submitting documentation to the BCA, reviewing results, and advising appropriate agency personnel.
Maintain jurisdictional crime map & expanded coverage zone statistics, assessing and adding law‑enforcement data for stakeholders.
Act as backup to the UMPD Criminal Records Manager.
Other projects and duties as assigned.
Clery Act Compliance – 10%
Maintain and upload the daily crime log to the Public Safety website.
Identify trends that may result in a Safe U notification.
Collect & collate UMPD annual Clery statistics; review police reports for Clery Act offenses and determine inclusion in statistics.
Qualifications
Required Qualifications
BA/BS plus at least two years of law‑enforcement experience, or a combination of related education and work experience equal to six years.
Ability to develop and maintain working relationships.
Strong verbal and written communication skills.
Ability to process and handle confidential and sensitive information with discretion.
Must pass a public‑safety background investigation and fingerprint‑based criminal history check.
Preferred Qualifications
Knowledge of Minnesota State Statutes and Law‑Enforcement Practices.
Knowledge of law‑enforcement systems.
Knowledge of Minnesota Data Practices Act.
Knowledge of NIBRS, MOC, UOC, and the Clery Act.
Ability to use initiative and independent judgment within established policies and procedural guidelines.
Certification requirements within six months of hire or as training becomes available:
MN BCA Criminal Justice Information Systems (CJIS) and National Crime Information Center (NCIC) Operator Training
MN BCA National Incident‑Based Reporting System Training
MN BCA Terminal Agency Coordinator (TAC) Training
MN BCA Security Awareness Training
MN Government Data Practices Act Compliance Training
Jeanne Clery Act Compliance Training
Pay and Benefits Pay Range:
$28.85–$30.87/hr; depending on education, qualifications, and experience
Time Appointment:
100% Appointment
Position Type:
Civil‑Service & Non‑Faculty Labor Represented Staff
The University offers a comprehensive benefits package that includes:
Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree‑seeking programs supported by the Regents Tuition Benefit Program
Low‑cost medical, dental, and pharmacy plans
Health care and dependent care flexible spending accounts
University HSA contributions
Disability and employer‑paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area
How to Apply Applications must be submitted online. To be considered, click the Apply button and follow the instructions. You will be given the opportunity to complete an online application and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, email employ@umn.edu or call (612) 624‑8647.
Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U, http://diversity.umn.edu
Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
About the U of M The University of Minnesota, Twin Cities (UMTC)
UMTC is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world‑renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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Job Duties
Police Records Management – 65%
Process and maintain police reports and related documentation, including transcription and accurate CJIS data entry in the Records Management System (RMS).
Validate that appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
Flag errors for review.
Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
Instruct and offer feedback to department personnel regarding report composition, policies, and procedures.
Respond to data requests from internal departments, external agencies, and the general public in compliance with the Minnesota Government Data Practices Act, applicable federal law, and department guidelines.
Process citations, reviewing daily citation corrections and dismissal recommendations; research and provide documentation for administrative review; submit dismissal requests through court administration; evaluate volume of citations and assign to assistants as needed; answer public questions regarding citations.
Perform CJDN Operator & Assistant BCA Terminal Agency Controller (TAC) duties: enter, update, purge, review, and retrieve data in MINCIS and NCIC databases.
Run criminal history checks & records checks related to law enforcement subjects, prospective employees, and ride‑along applicants.
Collaborate with multiple city and county attorney offices to submit charging considerations and assist with time‑sensitive court requests.
Collaborate with university departments to share data with Equal Opportunity & Title IX, the Care Team, the Behavioral Consultation Team, and/or Student Conduct.
Maintain records retention schedule, applying policies and procedures to digital and physical records; organize, retain, and purge agency case files accordingly.
Operations Support – 25%
Provide customer service in person, by email, and over the phone regarding police reports, citations, and law‑enforcement data.
Execute fingerprint check process for prospective employees, submitting documentation to the BCA, reviewing results, and advising appropriate agency personnel.
Maintain jurisdictional crime map & expanded coverage zone statistics, assessing and adding law‑enforcement data for stakeholders.
Act as backup to the UMPD Criminal Records Manager.
Other projects and duties as assigned.
Clery Act Compliance – 10%
Maintain and upload the daily crime log to the Public Safety website.
Identify trends that may result in a Safe U notification.
Collect & collate UMPD annual Clery statistics; review police reports for Clery Act offenses and determine inclusion in statistics.
Qualifications
Required Qualifications
BA/BS plus at least two years of law‑enforcement experience, or a combination of related education and work experience equal to six years.
Ability to develop and maintain working relationships.
Strong verbal and written communication skills.
Ability to process and handle confidential and sensitive information with discretion.
Must pass a public‑safety background investigation and fingerprint‑based criminal history check.
Preferred Qualifications
Knowledge of Minnesota State Statutes and Law‑Enforcement Practices.
Knowledge of law‑enforcement systems.
Knowledge of Minnesota Data Practices Act.
Knowledge of NIBRS, MOC, UOC, and the Clery Act.
Ability to use initiative and independent judgment within established policies and procedural guidelines.
Certification requirements within six months of hire or as training becomes available:
MN BCA Criminal Justice Information Systems (CJIS) and National Crime Information Center (NCIC) Operator Training
MN BCA National Incident‑Based Reporting System Training
MN BCA Terminal Agency Coordinator (TAC) Training
MN BCA Security Awareness Training
MN Government Data Practices Act Compliance Training
Jeanne Clery Act Compliance Training
Pay and Benefits Pay Range:
$28.85–$30.87/hr; depending on education, qualifications, and experience
Time Appointment:
100% Appointment
Position Type:
Civil‑Service & Non‑Faculty Labor Represented Staff
The University offers a comprehensive benefits package that includes:
Competitive wages, paid holidays, and generous time off
Continuous learning opportunities through professional training and degree‑seeking programs supported by the Regents Tuition Benefit Program
Low‑cost medical, dental, and pharmacy plans
Health care and dependent care flexible spending accounts
University HSA contributions
Disability and employer‑paid life insurance
Employee wellbeing program
Excellent retirement plans with employer contribution
Public Service Loan Forgiveness (PSLF) opportunity
Financial counseling services
Employee Assistance Program with eight sessions of counseling at no cost
Employee Transit Pass with free or reduced rates in the Twin Cities metro area
How to Apply Applications must be submitted online. To be considered, click the Apply button and follow the instructions. You will be given the opportunity to complete an online application and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, email employ@umn.edu or call (612) 624‑8647.
Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U, http://diversity.umn.edu
Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
About the U of M The University of Minnesota, Twin Cities (UMTC)
UMTC is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world‑renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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