University of Minnesota Department of Public Safety
Police Records Specialist
University of Minnesota Department of Public Safety, Minneapolis, Minnesota, United States, 55400
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Police Records Specialist
role at
University of Minnesota Department of Public Safety . 2 days ago – Be among the first 25 applicants.
University of Minnesota Department of Public Safety provided pay range This range is provided by University of Minnesota Department of Public Safety. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $28.85/hr - $30.87/hr
Job Description 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. Duties and responsibilities include 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 a variety of related duties associated with the maintenance of departmental records. Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.
Job Duties Police Records Management (65%) Process and Maintain Police Reports and Related Documentation
Review and process reports daily through transcription, ensuring 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 and correction.
Ensure all case reports, supplements, and related documentation are accurately linked within the report file.
Instruct and provide feedback to department personnel regarding report composition, policies, and procedures.
Respond to Data Requests
Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public.
Ensure compliance with the Minnesota Government Data Practices Act, applicable federal laws, and department guidelines.
Process Citations
Review daily citation correction and dismissal recommendations from agency personnel.
Review weekly citation dismissal requests; research, compile documentation for administrative review, and submit dismissals through court administration.
Assess citation volume and assign citations to administrative assistants for processing, as needed.
Process citations for submission to courts.
Respond to public inquiries related to citations.
Perform Criminal Justice Data Network (CJDN) and Assistant BCA Terminal Agency Controller (TAC) Duties
Enter, update, purge, review, and retrieve data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
Conduct Criminal History and Records Checks
Perform criminal history and records checks for law enforcement subjects, prospective employees, and ride-along applicants.
Collaborate with City and County Attorney Offices
Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authorities.
Assist prosecutors with time‑sensitive court requests for evidence.
Collaborate with University Departments
Share data with Equal Opportunity & Title IX, the Care Team, Behavioral Consultation Team, and Student Conduct, as needed.
Maintain Records Retention Schedule
Apply records retention policies and procedures to digital and physical records.
Organize, retain, and purge agency case files in accordance with established schedules.
Operations Support (25%)
Respond in person, by email, and by phone to inquiries related to police reports, citations, and law enforcement data.
Submit documentation to the BCA for criminal background checks.
Review results and advise appropriate agency personnel.
Maintain Jurisdictional Crime Map and Expanded Coverage Zone Statistics
Analyze and update law enforcement data in crime maps and expanded coverage zone spreadsheets for internal and external stakeholders.
Provide Backup Support
Serve as backup to the UMPD Criminal Records Manager.
Perform Additional Duties
Complete other projects and responsibilities as assigned.
Clery Act Compliance (10%) Maintain Daily Crime Log
Update and publish the Daily Crime Log on the Public Safety website.
Identify and Assess Safety Trends
Monitor trends that may warrant a Safe‑U notification.
Collect and Compile Annual Clery Statistics
Review police reports for Clery Act‑reportable offenses.
Determine report eligibility and include qualifying incidents in UMPD Clery Act statistics.
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 National Incident Based Reporting System (NIBRS), Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act.
Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercise discretion in the absence of specific instructions.
Certification Requirements within six months of hire or as soon as training is 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 Range $28.85 - $30.87/hr; depending on education/qualifications/experience
Time Appointment 100% Appointment
Seniority level Not Applicable
Employment type Full-time
Job function Administrative
Industries Public Safety and Higher Education
Benefits
Medical insurance
Tuition assistance
Disability insurance
Referrals increase your chances of interviewing at University of Minnesota Department of Public Safety by 2x #J-18808-Ljbffr
Police Records Specialist
role at
University of Minnesota Department of Public Safety . 2 days ago – Be among the first 25 applicants.
University of Minnesota Department of Public Safety provided pay range This range is provided by University of Minnesota Department of Public Safety. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $28.85/hr - $30.87/hr
Job Description 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. Duties and responsibilities include 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 a variety of related duties associated with the maintenance of departmental records. Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.
Job Duties Police Records Management (65%) Process and Maintain Police Reports and Related Documentation
Review and process reports daily through transcription, ensuring 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 and correction.
Ensure all case reports, supplements, and related documentation are accurately linked within the report file.
Instruct and provide feedback to department personnel regarding report composition, policies, and procedures.
Respond to Data Requests
Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public.
Ensure compliance with the Minnesota Government Data Practices Act, applicable federal laws, and department guidelines.
Process Citations
Review daily citation correction and dismissal recommendations from agency personnel.
Review weekly citation dismissal requests; research, compile documentation for administrative review, and submit dismissals through court administration.
Assess citation volume and assign citations to administrative assistants for processing, as needed.
Process citations for submission to courts.
Respond to public inquiries related to citations.
Perform Criminal Justice Data Network (CJDN) and Assistant BCA Terminal Agency Controller (TAC) Duties
Enter, update, purge, review, and retrieve data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
Conduct Criminal History and Records Checks
Perform criminal history and records checks for law enforcement subjects, prospective employees, and ride-along applicants.
Collaborate with City and County Attorney Offices
Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authorities.
Assist prosecutors with time‑sensitive court requests for evidence.
Collaborate with University Departments
Share data with Equal Opportunity & Title IX, the Care Team, Behavioral Consultation Team, and Student Conduct, as needed.
Maintain Records Retention Schedule
Apply records retention policies and procedures to digital and physical records.
Organize, retain, and purge agency case files in accordance with established schedules.
Operations Support (25%)
Respond in person, by email, and by phone to inquiries related to police reports, citations, and law enforcement data.
Submit documentation to the BCA for criminal background checks.
Review results and advise appropriate agency personnel.
Maintain Jurisdictional Crime Map and Expanded Coverage Zone Statistics
Analyze and update law enforcement data in crime maps and expanded coverage zone spreadsheets for internal and external stakeholders.
Provide Backup Support
Serve as backup to the UMPD Criminal Records Manager.
Perform Additional Duties
Complete other projects and responsibilities as assigned.
Clery Act Compliance (10%) Maintain Daily Crime Log
Update and publish the Daily Crime Log on the Public Safety website.
Identify and Assess Safety Trends
Monitor trends that may warrant a Safe‑U notification.
Collect and Compile Annual Clery Statistics
Review police reports for Clery Act‑reportable offenses.
Determine report eligibility and include qualifying incidents in UMPD Clery Act statistics.
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 National Incident Based Reporting System (NIBRS), Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act.
Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercise discretion in the absence of specific instructions.
Certification Requirements within six months of hire or as soon as training is 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 Range $28.85 - $30.87/hr; depending on education/qualifications/experience
Time Appointment 100% Appointment
Seniority level Not Applicable
Employment type Full-time
Job function Administrative
Industries Public Safety and Higher Education
Benefits
Medical insurance
Tuition assistance
Disability insurance
Referrals increase your chances of interviewing at University of Minnesota Department of Public Safety by 2x #J-18808-Ljbffr