Police Records Technician

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Police Records Technician

Salary

$28.27 - $35.51 Hourly

Location

Rochester MN 55904, MN

Job Type

Regular FT

Job Number

20240103

Department

Rochester Police Department

Opening Date

06/27/2024

• Description

• Benefits

• Questions

POSITION DESCRIPTION

The City of Rochester now welcomes applications for:

Police Records Technician

The Mission of the Rochester Police Department is to provide exceptional service and superior protection by reducing crime and enhancing the quality of life of the first class community we serve. The Rochester Police will accomplish this through strategic collaboration, along with a commitment to our core values of integrity, service, compassion, respect, and innovation.

Nature of Work

The Police Records Technician performs a wide variety of technical and/or specialized office functions and administrative work in support of the Police Department. Depending on the area of assignment, the duties of this position may include providing police records to the public and law enforcement agencies; coordinating required training, purchasing duties for division needs; properly processing confidential records, files, information and/or evidence for filing and retrieval purposes.

2024 Starting rate of pay: $28.27 per hour.

For your application to be considered with the first round of applications, please apply by July 10, 2024.

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

DUTIES AND RESPONSIBILITIES

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

*Maintain police records, documents, information and evidence.

• Input data and evidence into the records management system in a timely and accurate manner.

• Maintain on-line record information as it relates to coding of law enforcement incidents, status of criminal investigations, and identification of persons involved in or suspected of criminal investigation.

• File, retrieve, and maintain law enforcement data and evidence in accordance with state statutes and department policy to ensure safekeeping of confidential records and private data.

• Interpret complex laws to ensure legal and procedural compliance by purging records and evidence according to law enforcement record retention schedules.

• Receive inventory and maintain evidence chain of custody.

• Safely handle toxic and hazardous substances such as bodily fluids, guns, drugs (to include fentanyl) on a daily basis.

*Prepare and maintain law enforcement reports.

• Disseminate various information and law enforcement reports to appropriate state local agencies and Courts.

• Prepare reports and statistics for transmittal to state agencies through secure computer terminals.

• Monitor active and ongoing law enforcement criminal reports for completeness and accuracy.

• Interpret data privacy statutes and procedures to ensure the proper release and redaction of data relating to law enforcement reports, body-worn cameras, squad video, and photos.

• Compile statistical information at request of supervisor and others.

• Accurately file and retrieve records information.

• Submit required documentation on criminal forfeitures of property and firearms.

• Initiate gun traces through the Bureau of Alcohol, Tobacco and Firearms.

• Transmit Echarging records to DVS for revocations, impounds and forfeitures.

• Collect Predatory Offender Registry (POR) information, ensure accuracy and send to the BCA.

• Responsible for quality assurance of NIBRS entry and reporting data to be submitted to the MN BCA and the FBI.

• Assist in audit of records and evidence.

• Enter, remove, run and validate National Crime Information Center (NCIC) hot files.

• Research and review items for release, evidence, auction, destruction or safe keeping.

• Retrieve and transport all evidence from the North Station to the Law Enforcement Center (LEC).

• Testify in court on behalf of the Police Department regarding reports and evidence.

*Provide clerical support and customer service

• Search, review, analyze, redact, and disseminate requests for Rochester Police Department and Olmsted County Sheriff's Office reports, records, videotapes, cassette tapes, digital recordings, and photos.

• Serve as resource for general police information questions and inquiries in-person, via telephone, and through email correspondence.

• Process payments for reports, background checks, photographs, transcripts, and audio/video recordings.

• Provide exceptional and timely support for public, staff, and other agencies.

Perform other duties as assigned or necessary.

• ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and Experience

An Associate's degree from an accredited Paralegal, Legal Assistant, Administrative Office Specialist, Administrative Assistant, Executive Assistant, Medical Secretary program or closely related field AND at least one (1) year of full-time employment experience as a paralegal, legal assistant or similar position where records management was your primary area of responsibility

Certification

Criminal Justice Reporting Systems (CJRS) statistical entry certification required within twelve months of hire as a condition of continued employment.

BCA Single Certification for use of various law enforcement applications, required upon hire and every two years as a condition of continued employment.

DESIRABLE QUALIFICATIONS

Education or experience in the fields of criminal justice/law enforcement, National Incident Based Reporting System (NIBRS) and MN Data Practices Act.

Experience using law enforcement programs such as Criminal Justice Reporting System (CJRS), New World Records Management System, Axon Evidence and Records Management Systems, File on Q, Brazos, Echarging, Minnesota Court Information System (MNCIS), Odyssey, National Crime Information Center (NCIC)

Special Requirement

This position requires a completion of an extensive background investigation, which includes fingerprinting, personal references, education, employment history and military service as a condition of employment.

ADDITIONAL INFORMATION

Knowledge of: law enforcement and judicial system terminology, procedures, and policies; data privacy laws as they relate to the maintenance and/or release of law enforcement data; various crime categories and their severity; national uniform offense crime and property coding; court process and evidence processing, criminal code, and law enforcement operations; managing inventory and control procedures and maintaining files and records; occupational hazards and safety precautions.

Skill in: analyzing crime reports and determining the most appropriate crime coding; the use of computers and applicable software, office machines and equipment; listening and problem solving; providing excellent customer service in an ethical and professional manner; developing and implementing improvements in office procedures; the use of language with emphasis on grammar, punctuation and spelling.

Ability to: maintain confidentiality as it relates to law enforcement data and active criminal investigations; file and locate data in a complex computer system; work effectively with the public and to communicate with all levels of staff (both in person and over the telephone); to simultaneously coordinate several required job duties; exercise initiative, good judgment and sound decision making within the scope of assigned authority; follow instructions or communicate information (both orally and in written form) efficiently, accurately and in detail; to work independently, efficiently and accurately; establish and maintain effective working relationships within a stressful environment.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as primarily Sedentary Work: exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required occasionally and all other sedentary criteria are met. There may be occasions where the work will require Medium work: exerting up to 50 pounds of force.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity

Frequent demands: Lifting, Handling, Reaching, Carrying, Climbing

Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637987529126409989)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes

• No

  02

  What is your preferred name?

  03

  Which of the following best describes the highest level of education that you have completed?

• High school diploma or equivalent G.E.D.

• Less than 2 years post-secondary training

• Completion of a 2 year program or degree

• Completion of a 4 year program or degree

• Completion of a Master's degree or higher

• None of the above

  04

  Other than your High School Diploma or GED, which of the following best describes the field of study for your degree?

• Criminal Justice

• Paralegal

• Legal Assistant

• Administrative Office Specialist

• Administrative / Executive Assistant

• Medical Secretary

• Accounting

• Other - my degree is closely related to the above

• My degree is in an area NOT RELATED to any of the above

• N/A - I do not have a degree

  05

  Please list the specific program/degree that you completed. Include the name of the educational facility and location. Do not type "See Resume". If no program was attended, type "N/A". NOTE: If asked to interview or upon hire, proof will be required.

  06

  Which of the following best describes your years of full-time equivalent employment experience as a records technician, paralegal, legal assistant or similar position where managing records was your primary area of responsibility?

• No experience

• Less than 6 months

• More than 6 months, but less than 1 year

• More than 1 year, but less than 2

• More than 2 years, but less than 3

• More than 3 years, but less than 4

• More than 4 years, but less than 5

• More than 5 years, but less than 6

• More than 6 years, but less than 8

• 8 years or more

  07

  Does your records management experience include performing any of the following? (Select all that apply)

• Input data into a records management system in a timely and accurate manner.

• File, retrieve, and maintain data in a manner that ensures its confidentiality.

• Maintain moderately complex records and prepare reports from such records.

• Update and purge records according to record retention schedules.

• Disseminate data and provide reports to appropriate entities.

• Serve as resource for general questions and inquiries.

• Provide exceptional customer service to all individuals requesting assistance

• Lend technical support for public, staff, and other agencies.

• Prepare letters, memorandums, forms, notices, reports and other related documents

• N/A - None of the above

  08

  Which of the following best describes the environment, setting or industry where you obtained your records management experience?

• Medical

• Law Enforcement/Public Safety

• Legal

• Education

• Other (list below)

• N/A - I do not have any experience in this area

  09

  Do you currently possess the MN BCA Single Certification?

• Yes

• No

  10

  If you do possess the MN BCA Single Certification, please indicate when you obtained the certification and what agency you worked for using the certification. If no experience, type "N/A".

  11

  Does your employment experience managing legal records include working with any of the following computer programs? (Select all that apply)

• MOC/NIBRS - Minnesota Offense Codes or National Incident Based Reporting System

• NCIC - National Crime Information Center

• CJIS - Criminal Justice Information Services

• CJRS - Minnesota Criminal Justice Reporting System

• MCAPS3/MCAPS4 – Minnesota County Attorney Practice Systems

• MyBCA - Bureau of Criminal Apprehension software

• MNCIS – Minnesota Court Information System via Odyssey Assistant or MGA

• New World Records Management Systems

• Axon Evidence or Records Management Systems

• BCA - eCharging

• LaunchPad - Training Program

• Other - List below

• N/A - None of the above

• N/A - I have no experience managing records

  12

  Which of the following best describes your experience working with computerized records management systems?

• No experience

• I am familiar with computerized records management systems, but have never really worked with them

• Limited - I have looked up computerized information or records in a database

• Moderate - I have looked up and entered information into a computerized database or records management system

• Extensive - I work with various databases and computerized records management systems as a significant portion of my job

  13

  The Police Records Division has a customer service window and this position will handle a variety of customer inquiries/transactions each day, either in-person or over the phone. From the list below, please select the type of customer service transaction(s) or task(s) you have performed in your current or previous position(s). (Select all that apply)

• Providing customer service in person

• Providing customer service over the telephone

• Responding to customer inquiries

• Processing payments

• Processing credit/debit card transactions

• Processing requests for public information

• Determining the appropriate amount to be charged for public information

• Maintaining confidentiality of all information

• Handling irate or emotional customers

• Making independent decisions based on established procedures

• N/A - none of the above

  14

  Which of the following best describes your experience working with the Minnesota Government Data Practices Act (MGDPA)?

• No experience

• Limited - I am somewhat familiar with the MGPA, but never really worked with it

• Moderate – I know the difference between public and private information

• Extensive – I work for a governmental agency and the MGDPA applies to all of the data that I work with

  15

  Are you able to understand and speak languages other than English? NOTE: if asked to interview, you will be required to demonstrate your ability.

• Yes

• No

  16

  OTHER QUALIFICATIONS: Describe any other special training you've completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position.

  17

  CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

• Yes

• No

  Required Question

Agency

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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