Job Description

Salary: $32.16 - $40.57 Hourly Location : Inver Grove Heights, MN Job Type: Full-time Benefited Job Number: 2025-00037 Department: Police Division: Police Opening Date: 08/19/2025 Closing Date: 8/29/2025 11:59 PM Central Position Description The City of Inver Grove Heights seeks an administrative professional with law enforcement office support training and experience. We are currently accepting applications for fulltime Police Records Specialist . If you applied in February for the prior posting and are still interested, you must reapply to show continued interest. Under the direction of the Support Services Supervisor, the Police Records Specialist is responsible for providing administrative and technical support to department staff in processing various police records and reports. Duties and responsibilities include receiving, entering, researching and assimilating data into the department's records management system or other databases; identifying and maintaining crime activity, known offender and statistical information; and performing a variety of related duties associated with the maintenance of departmental records. The hiring range is $32.16 to $34.95/hr . This is a benefited AFSCME union position (please see the Benefits Tab on this posting for an overview of available benefits). Essential Job Functions

• Processes, codes and disseminates assigned incident reports, supplements, case documents, and audio and video materials to the proper charging agencies or persons. Assembles evidence and other documentation for assigned cases. Process criminal histories for charging enhancements.
• Receives, processes and reviews confidential police and medical records, reports and crime information. Redact and disseminate when appropriate.
• Processes and disseminates follow-up requests from the proper charging agencies or person.
• Coordinates the criminal charging complaint process.
• Performs purging of the agency's case files in accordance with data retention.
• Transcribes audio statements, forensic interviews, and 911 audios requested by outside agencies per departmental policy and forwards completed transcribed statements via case transfer and email.
• Responds to Criminal Justice partner agency inquiries and requests in a timely manner and consistent with data privacy requirements.
• Process daily BCA NCIC file verification. Process monthly BCA NCIC validations to verify data accuracy.
• Process and resolve BCA NCIC suspense files.
• Process criminal histories for local city business licensing.
• Processes data through various law enforcement or governmental agency databases for reporting, data entry (recordkeeping) to meet BCA and FBI reporting deadline, validation, and error resolution requirements.
• Verifies the submission of related case data, photographs, video property, and evidence reports and notifies supervisory personnel of missing data.
• Reviews and fulfills data requests in accordance with complex and evolving state and federal statutes, often requiring redaction of sensitive or confidential information.
• Processes, codes, reviews criminal histories, and appropriate state and federal queries for permit to purchase applications. Receives determination of approval or denial of the applicant from the appropriate legal authority.
• Performs customer service duties; answers incoming calls, greets public and provides assistance on routine matters or refers parties to the appropriate law enforcement personnel or other external agencies.
• Processes, records, and maintains records regarding forfeitures made by the department and reports forfeiture summaries to required state agencies.
• Processes, records and maintains records pertaining to court notices for department member appearances.
• Processes and records subpoenas and other court orders that department members are required to serve.
• Respond to time-sensitive attorney requests for data.
• Process applications for alarm registration permits. Maintain and update alarm and key holder records and update with appropriate agencies.
• Receives and processes business and residential alarm billings.
• Accepts and processes applications for ride-alongs.
• Accepts and processes applications for premise checks.
• Drafts and composes correspondence at the request of supervisory personnel.
• Maintains and balances department petty cash.
• Assists with community events sponsored by the Police Department.
• Attends relevant seminars, conferences, and trainings to stay up to date and maintain certification in the field of law enforcement information and records and data retention practices.
• Completes projects and performs other duties and responsibilities as assigned.

Qualifications Requires a high school diploma or equivalent, plus at least one year of post-secondary training or education, and 3 years directly related administrative and law enforcement office support experience; or an equivalent combination of education and experience to perform the work. Must have or obtain BCA Terminal Operator's Certificate and DVS Access via MyBCA Certification within 90 days of hire. Must pass a comprehensive background investigation, including fingerprinting. Supplemental Information Essential Knowledge, Skills, and Abilities Necessary to Perform the Essential Functions of the Job:

• Knowledge of various law enforcement computer/software systems (PORTALS, CJIS, MGA, AXON) as well as various software and web-based applications including MyBCA, CJN, ProPhoenix, or similar records management systems, and transcription software.
• Knowledge of a criminal justice setting, police department functions, organization, and structure.
• Strong computer skills working with Microsoft Office Suite. Working knowledge of databases, and document management.
• Ability to evaluate information and situations, adapt to unique or changing situations, and use reasonable judgment to draw valid conclusions.
• Ability to stay up to date on regulations, policies, procedures, and work methods as they relate to police department records and data practices, and recommend changes as necessary.
• Excellent organizational and time management skills to manage organizational tasks.
• Strong interpersonal and communication skills.
• Strong attention to detail to ensure accuracy and completeness in work assignments.
• Ability to work with the public in a friendly, tactful manner.
• Ability to maintain a high level of integrity and ethical performance at all times.
• Ability to maintain the confidentiality of Police Department information and follow guidelines set forth by the Minnesota Government Data Practices Act.
• Ability to work with case files, images, and transcription projects containing graphic and sensitive material related to criminal activity and crime scenes.
• Ability to work a flexible schedule on an infrequent basis, such as to prepare case files for major incidents, or as otherwise needed to support the work of the Department.

Work Environment: Duties of the job are primarily administrative in nature and performed in an office environment. The environmental hazards and risks associated with the job can be characterized as minimal. Physical Job Requirements: Employee is frequently required to sit, talk, listen and hear; continuously use hands/fingers dexterously; and on occasion reach with hands and arms, stand, and walk. Exerting up to 10 lbs. pounds of force periodically and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects. The City of Inver Grove Heights offers a competitive benefit package including but not limited to Health Insurance, Flexible Compensation (cafeteria plan for use toward employee premiums with excess (if any) paid to employee), Vacation Leave, Personal Leave (or Sick Leave for Police Officers), Holiday pay, Life insurance, Long-term Disability Insurance, Minnesota Public Employee Retirement Association (PERA) Retirement benefits, and Employee Assistance Programs. Optional Dental, Vision, Short-term Disability Insurance, Flexible Spending Accounts, and Deferred Compensation Plans also offered. Part-time benefit contributions are prorated, and all union benefits levels are subject to negotiated contracts. Follow this link for more details on our insurance plans: 01 Do you have experience using the Criminal Justice Network (CJN)? Yes No 02 Do you have experience using ProPhoenix or another law enforcement Records Management System (RMS)? Yes No 03 Regarding the question above, please use this space to list the specific types of RMS system(s) you have used. 04 Have you worked in a law enforcement setting before (e.g., police department, corrections, probation, dispatch)? Yes No 05 Do you have experience transcribing audio (e.g., interviews, 911 calls, reports)? Yes No 06 Do you have experience redacting or releasing records in compliance with the Minnesota Government Data Practices Act (MGDPA)?If Yes, state "Yes" and specify the level of experience you have. If No, state "No", and list any similar laws or standards you have worked under. 07 Do you have experience using MyBCA/Portals? Yes No 08 Do you have experience processing Minnesota Permit to Purchase/Transfer or Permit to Carry applications? Yes No 09 Do you have experience working with law enforcement case management and/or preparing cases for criminal charging (e.g., compiling reports, coordinating with prosecutors)? Yes No 10 If you answered Yes to the question above, you may expound on your role here. If you answered No to the question above, please describe any related case management systems you have used. 11 If you are proficient in any languages other than English, please list them here. Required Question City of Inver Grove Heights, MN

Job Tags

Hourly pay, Full time, Temporary work, Part time, Work at office, Local area, Trial period, Flexible hours,

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