Records Management Technician

Records Management Technician

Join the City of Maple Grove's Police Department as a Records Management Technician! In this role, you will be responsible for effective communication and providing exceptional customer service while performing vital receptionist duties and managing POLICE records with precision and confidentiality. Candidates should demonstrate knowledge of federal and state data privacy laws and possess strong organizational skills for maintaining accurate records. If you're committed to excellent public service and want to contribute to community outreach initiatives, we encourage you to apply! The City of Maple Grove provides competitive salaries along with exceptional medical and dental benefits, generous sick and vacation time, and a state-operated pension plan to ensure your long-term success. Join us today and become a vital member of our team, committed to delivering unforgettable experiences for our residents!

Responsibilities

• Coordinates efforts to ensure City of Maple Grove is an equitable, inclusive, and respectful organization and supports the City's mission, vision and core values.
• Demonstrates ability to understand and respect the diversity of customer and co-workers, effectively communicating with individuals whose first language may be one other than English.
• Manage police records by creating, reviewing, approving, and coding through the utilization of the Field Based Reporting (FBR) database ensuring accurate and thorough data is collected for dissemination pursuant to applicable state statutes and federal reporting systems.
• Enters and maintains the integrity of data into a computer system to build databases that provide information for criminal activity, management or records, statistical reports, and special searches as required.
• Transcribes case narratives, statements, correspondences, reports, etc. from voice recordings, direct dictation or drafts, which are utilized for case completion or investigation and prosecution purposes.
• Operates and maintains multiple computerized systems for entry and retrieval of information for various law enforcement functions; enters data and scans reports in computerized imaging and retrieval systems.
• Fulfills public requests for the release of police records and documents in accordance with MN Data Practices, utilizing knowledge of the Data Privacy Act and its application towards release of law enforcement information.
• Conducts and reviews criminal history and background checks in conjunction with processing permits and licensing documents; transmits and receives teletype transactions for various other purposes in compliance with the Bureau of Criminal Apprehension Criminal Justice Information Systems standards.
• Ensures proper management of permit and licensing documents, arrest and fingerprint records, warrants, police reports, and related documents in accordance with departmental standards and legal requirements.
• Maintains excellent public relations through communications with public and other departments and agencies; interacts with Hennepin County dispatch; responds courteously to inquiries, provides information within scope of responsibility, and refers calls as appropriate to other parties; may independently handle situations that may occur with irate persons either by telephone or personal contact.
• Performs receptionist duties including but not limited to the following activities: receiving and screening of visitors, answers telephone calls and assists the public by telephone and in person at the front counter; responds to questions regarding department procedures for the public and outside law enforcement and related agencies as appropriate; and transmits records to other agencies as required.
• Processes and maintains both automated and manual confidential and sensitive police records, safeguarding data, while maintaining the confidentiality of information as prescribed by law.
• Processes/assembles case files and disseminates to City and County Attorney for charging considerations; processes court subpoenas; maintains current files for OFP and HROs.
• Participation in police department community outreach activities (e.g. National Night Out)
• Participation in City of Maple Grove employee advisory committees.

Competencies

• Federal and State Data Privacy Laws and related department policies.
• Methods, principles and practices of modern law enforcement.
• City of Maple Grove geography.
• Principles and procedures of basic record keeping.
• Procedures of records processing and maintenance of law enforcement agency records.
• Operational procedures of police records computer systems.
• Modern office procedures, methods and computer equipment.

Ability to:

• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Respond to requests and inquiries from the general public.
• Maintain confidentiality of information.
• Maintain accurate records and files.
• Type or word process at a speed necessary for successful job performance.
• Understand complex concepts involving permit, licensing, and a variety of other processes and explain them to others.
• Learn and apply policies, ordinances, rules and regulations to work in the Records Management Unit, including, but not limited to Police Coding of Offenses, City Ordinances, NCIC and MNCIS Rules and Regulations, Police Department Policies, Records Retention Schedule, and MN Government Data Practices.
• Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, preparing accurate records, and operating assigned equipment.
• Maintain mental capacity which permits using good judgement, answering questions, and prioritizing projects.

Qualifications

An equivalent combination of education and experience closely related to the duties of the position MAY be considered. Need to have:

• Associate's degree in related field or 2-years of related work experience.
• Maintain BCA/CJIS Security Awareness certification to include annual BCA Terminal Operators Certification.
• Possession of or ability to obtain the Minnesota Bureau of Criminal Apprehension Terminal Operators Certification within six months from date of hire.

Nice to have:

• One to two years of responsible clerical experience desired. Experience within a law enforcement agency is preferred.

Supplemental Information

Working Conditions: Office environment; exposure to computer screens; working closely with others. Exposure to highly sensitive and graphic content to include written documentation, photos, videos, audio, and other evidence collected as part of investigative reports. Physical Conditions: Essential and other important responsibilities and duties require maintaining physical condition necessary for sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.