Police Records Specialist

Police Records Specialist

Police Department

Salary Range: $19.77 - $32.62 Hourly / $41,121.60 - $67,849.60 Annually

FLSA Position Class: Full-Time, Non-Exempt

Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Posting Closing Date: October 1, 2026

Summary This position performs sensitive and confidential clerical and administrative work involving the preparation, processing, maintenance, retrieval, and release of police records, reports, and related information. Work includes maintaining records in accordance with applicable laws, policies, and security requirements while interacting with City personnel, court officials, law enforcement agencies, the media, and the public.

Essential Duties And Responsibilities

Note: Employee may be required to respond to a disaster, either natural or man-made, to serve the citizens of Statesville and meet the needs of the organization, which may result in the assignment of other duties and take precedence over duties described in this job description. This job description is not intended to be all-inclusive.

• Reviews daily reports for accuracy involving correct grammar, spelling, and punctuation; reviews daily reports for correct North Carolina Statutes and National Incident-Based Reporting System (NIBRS) codes before submission to the Records Management System (RMS) and the state of North Carolina.
• Disseminates record information to department staff, outside law enforcement agencies, the public, and other employees based on the North Carolina public records law and departmental policy.
• Redacts certain information from records/reports prior to releasing information to the media or the public based on the North Carolina Public Records Law and/or departmental policy.
• Processes a variety of correspondence, proofreads materials for accuracy, completeness, and compliance with departmental regulations and NC state reporting.
• Receives, processes, distributes, and maintains departmental correspondence and related records.
• Enters citations daily into the RMS and state database.
• Prepares, reviews, and/or corrects the monthly NIBRS report to the state of North Carolina.
• Trains new employees, current employees, and volunteers in appropriate duties.
• Seals and expunges official records as required by court orders.
• Enters and maintains information in the parking ticket system.
• Performs other duties as assigned.

Minimum Requirements

Education and/or Experience

• High School Diploma or GED.
• One (1) year of records management, administrative support, law enforcement support, or closely related clerical experience.

Requirements

• Possession of a valid North Carolina driver's license, or any valid driver's license with ability to obtain a North Carolina driver's license within 60 days of establishing a permanent residence in North Carolina.
• Must meet and maintain all applicable certification, training, criminal justice information, records management, confidentiality, security, and system-access requirements as outlined in Appendix C: Police Records and Criminal Justice Information Standards.

Supplemental Information

Knowledge, Skills, and Abilities

• General knowledge of modern record-keeping procedures and practices.
• General knowledge of Police Records Management Systems.
• General knowledge of Police Department policies, procedures, records management practices, and records retention requirements.
• General knowledge of local, state, and federal laws, codes, and regulations governing the maintenance and release of police records and information.
• Ability to interpret, explain, and apply pertinent local, state, and federal laws, codes, and regulations governing the maintenance and release of police records and information.
• Ability to maintain confidentiality of sensitive information.
• Ability to maintain accurate records and files.
• Ability to review records and reports for accuracy, completeness, and compliance with applicable laws, regulations, and reporting requirements.
• Ability to operate general office and data entry equipment.
• Ability to communicate ideas clearly, concisely, and effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with colleagues, other departments, supervisors, court personnel, other law enforcement agencies, and the public.

Job Related Physical Requirements

This position involves sedentary work requiring the exertion of 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met; vocal communication is required to express or exchange ideas by means of the spoken word, to receive and understand information, and/or to make fine distinctions in sound; hearing is required to respond to spoken words, to receive and understand information, and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

Working Conditions

The employee is not subject to adverse environmental conditions.

Appendix C: Police Records And Criminal Justice Information Standards

This appendix applies to employees responsible for creating, reviewing, maintaining, processing, storing, retrieving, analyzing, releasing, redacting, retaining, or otherwise managing police records, criminal justice information, and law enforcement data. Employees covered by this appendix must meet and maintain all City, Police Department, state, federal, confidentiality, records management, information security, criminal justice information, training, and system-access requirements applicable to their assigned position. At a minimum, employees covered by this appendix must:

• Successfully complete all required background investigation, fingerprinting, criminal history review, and security screening applicable to the position.
• Complete and maintain all required CJIS, information security, records management, and other mandatory training applicable to assigned duties.
• Maintain eligibility for access to Records Management Systems (RMS), criminal justice information systems, crime analysis systems, GIS applications, and other restricted law enforcement information systems required for assigned duties.
• Maintain the confidentiality, integrity, and security of criminal justice information, police reports, investigative information, intelligence information, analytical products, personnel records, and other restricted information.
• Comply with all applicable laws, policies, and procedures governing records creation, review, release, redaction, expunctions, retention, and dissemination.
• Ensure the lawful handling, maintenance, analysis, storage, retrieval, dissemination, and release of police records, criminal justice information, and related law enforcement data.
• Remain eligible to perform assigned records management, criminal justice information, and law enforcement data management duties.

Failure to maintain required training, system access, confidentiality requirements, security approval, or other applicable standards may result in reassignment, disciplinary action, or separation from employment. If any provision of this appendix conflicts with applicable federal law, North Carolina law, FBI CJIS Security Policy, or other controlling legal authority, the controlling law or requirement shall govern.

Benefits

Benefits At A Glance Benefits are a valuable part of your total compensation at City of Statesville. Your benefits package provides protection for you and your family with expenses shared by the city or available to you at discounted group rates. Below is a brief summary of the choices available to all eligible regular, full-time employees. Part-time employees' benefits differ from full-time employees' benefits and are listed below.

Our current Open Enrollment Guide for City Benefits can be found here: City of Statesville Benefits

Full-Time Employee Benefits

Health & Welfare Benefits

• Health Care Insurance PPO or HDHP/Prescription Drug Program
• Lifestyle programs (weight management, Tobacco Cessation, Stress Management)
• Telehealth Online Appointments 24/7
• Dental Insurance
• Vision Insurance
• Life Insurance
• Accidental Death and Dismemberment Insurance (AD&D)
• Flexible Spending Account (FSA)
• Dependent Care Reimbursement (DCFSA)
• Health Savings Account (HSA)
• Travel Accident Insurance