Records Specialist

Records Specialist

Be part of something bigger. Work for Moorhead! The City of Moorhead is accepting applications for a Records Specialist position in the Police Department. This skilled administrative position provides a variety of administrative, secretarial and record keeping duties and processes and stores law enforcement records, and related work as required.

Hiring Range: $25.13 to $26.13 ($52,286 to $54,369). Full salary range goes to $35.40

Employees receive a raise on their anniversary date each year. Plus, this position also receives a 6% Cost of Living Adjustment (COLA) increase in January 2027 per the Union contract.

Hours: Monday - Friday 8:00 am - 4:30 pm

Essential Functions

• Receives lab reports from forensics lab, processes the reports and provides necessary documentation to outside agencies.
• Sorts information; verifies dates; enters into system; submits to court.
• Greets public, answers phone and responds to voice-mail; assists with their needs or directs to appropriate personnel within office.
• Reviews prosecution reports; records and submits information as necessary.
• Sorts incoming mail; applies appropriate documentation to outgoing mail.
• Accepts requests from insurance company for accident report copies; furnishes requested information and invoices those insurance company requests.
• Releases information and reports to the public and other agencies insuring the data is accurate and falls with data practices and state statute restrictions and guidelines.
• Provides information to citizens and employees.
• Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
• Creates and maintains department systems, files and records in accordance with appropriate retention schedules.
• Performs word processing activities; composes correspondence independently and in accordance with procedures.
• Orders supplies and maintains inventory; maintains purchase orders and requisitions.
• May perform other department-specific administrative duties including: transcription, scheduling, hardcopy/electronic notifications, database maintenance, budget preparation and maintenance, deposit reconciliation/cash handling, timesheet/check request/expense report processing, reservations, travel arrangements, radio operation, processing of confidential information, background checks, meeting coordination.
• Performs other duties as requested.
• Attendance at off-site courses/trainings/seminars may be required.

Minimum Requirements

To perform the Records Specialist position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the formal education, experience and training required.

Education and Experience

• High school diploma or GED
• Six months experience in a general office environment performing administrative duties, or related field

Training, Certificates, and Licenses

• Department-specific certifications and/or licensures, if applicable.
• Minnesota Data Practices Laws training.
• Comply with CJIS policy requirements, background checks and security testing and ongoing compliance
• Training and Certifications from BCA to access Criminal Data Systems and Driver Vehicle Services (DVS)

Ideal Candidate

The ideal candidate for the Records Specialist will have the ability to:

• Type accurately at a minimum speed of 60 words per minute. Candidates selected for an interview will be tested on typing speed and accuracy.
• Perform a considerable volume of detailed record work, including data entry
• Use basic computer software proficiently, including Microsoft Office Suite programs (Word, Excel, Outlook, etc.)
• Operate general office equipment, including copier, typewriter, fax machine, etc.

Knowledge, Skills, and Abilities The Records Specialist requires general knowledge of modern police record keeping procedures and practices; general knowledge of police forms, terminology, and records; general knowledge of police programs, policies and procedures; ability to perform a considerable volume of detailed record work; ability to maintain files; ability to type accurately and at a reasonable rate of speed; ability to operate general office and data entry equipment; ability to follow written and oral directions; ability to establish and maintain effective working relationships with associates and the general public. Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence independently; ability to operate applicable software packages; ability to communicate effectively, both orally and in writing.

Physical Requirements and Working Conditions The Records Specialist requires the occasional exertion of up to 10 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking, stooping, kneeling, crouching or crawling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Enjoy the following perks while working for the City of Moorhead:

• Positive, friendly and team-oriented culture
• Comprehensive benefits and pay
• Flexibility to support work-life balance
• On-going training and career development
• Ability to make a difference in our community
• And, so much more

The city provides a competitive benefits package, including medical, dental, life, flex spending plan, HSA, generous paid time off plans, including ESST and 11 paid holidays, MN Public Employees Retirement Association (PERA) pension, deferred compensation plan, continuing education and more. Visit our benefit page for additional information. The City of Moorhead is an equal opportunity employer and a proud employer located in the metropolitan region of Fargo-Moorhead.