Records Specialist

About the Role

Perform multiple tasks related to the data entry and compilation of police incident reports, including all crime statistics, using complex technical coding. Edit, prepare, and publish monthly reports identifying crime statistics for internal and external agencies and organizations. Maintain files for the department and perform a variety of tasks relative to the assigned area of responsibility.

Responsibilities

• Compile all department crime statistic reports; research, edit, and correct entries; prepare monthly reports for internal and external agencies.
• Initiate inquiries, entries, cancelations, and report modifications into a variety of computer software programs; review and verify data for accuracy and completeness.
• Access and research records from a variety of law enforcement and/or motor vehicle database systems.
• Review and process case reports ensuring compliance with National Crime Information Center (NCIC), case number issuing, and National Based Incident Reporting System (NIBRS) Standards.
• Edit listing of crimes; proofread for correct code.
• Respond to questions and inquiries from staff regarding departmental and City policies and procedures.
• Establish, maintain, and control access to office files and filing systems; ensure the timely documentation of information, including entries, cancelations, and report modifications.
• Participate in biannual audits by the State of New Mexico and the Federal Bureau of Investigations.
• Maintain daily logs and reports.
• Schedule routine and preventative maintenance of equipment; determine priority for repairs, improvements, and installation; requisition supplies and materials as necessary.
• Operate a variety of office equipment including a typewriter, copier, facsimile machine, microfilm machine, or computer.
• Attend meetings, conferences, and training; stay abreast of new trends in the field of records maintenance; make court appearances when subpoenaed by parties.
• May perform general clerical duties including routine typing and filing.
• Perform related duties and responsibilities as required.

Requirements

• High school diploma or GED supplemented by thirty (30) credit hours in business administration or public administration.
• Two (2) years of experience in records maintenance and customer service.
• Data entry experience using Law Enforcement computer software preferred.
• Must receive National Crime Information Center (NCIC) certification within six (6) months from date of hire and maintain recertification every two (2) years.
• Odd days off and shift work may be required with possible extension of shift hours, at times with short notice.

Working Conditions

Environmental: Office environment; exposure to computer screens.

Physical: Essential and supplemental functions may require maintaining physical condition necessary for sitting for prolonged periods; light lifting.