Records Specialist

Position Overview

This role involves various duties related to the data entry and organization of police incident documentation, including comprehensive crime data utilizing detailed technical codes. The incumbent will prepare, edit, and disseminate monthly crime statistics reports for both internal departments and external organizations, maintain departmental records, and manage tasks pertinent to the assigned responsibilities.

Key Duties and Responsibilities

• Gather and assemble all crime statistic reports for the department, verifying and correcting data entries as necessary.
• Enter, update, cancel, and modify records within multiple law enforcement and administrative software systems, ensuring data accuracy and completeness.
• Access and retrieve information from various law enforcement and motor vehicle databases to support reporting and record keeping.
• Evaluate and process case reports to confirm adherence to National Crime Information Center (NCIC) protocols, case numbering, and National Incident-Based Reporting System (NIBRS) standards.
• Proofread crime listings and verify the correctness of coding.
• Handle inquiries from staff concerning departmental policies and municipal procedures.
• Organize, secure, and control access to office filing systems, maintaining timely documentation of updates, cancellations, and report changes.
• Contribute to biannual audits conducted by state and federal agencies such as the New Mexico State and FBI.
• Maintain daily logs and generate necessary reports.
• Coordinate maintenance schedules for office equipment, prioritize repairs or upgrades, and manage supply requisitions.
• Operate standard office devices, including typewriters, copiers, fax machines, microfilm equipment, and computers.

Additional Responsibilities

• Participate in meetings, training sessions, and conferences; stay informed about developments in records management.
• Appear in court as needed when subpoenaed.
• Perform general clerical functions such as typing and filing when required.

Required Qualifications

• High school diploma or GED plus 30 college credit hours in business administration or public administration.
• A minimum of two years experience in records management and providing customer service.

Preferred and Mandatory Certifications

• Experience with data entry using law enforcement software is highly desirable.
• Must obtain NCIC certification within six months of employment and maintain certification with biennial recertification.

Work Schedule and Environment

• Must be prepared for shift work including irregular days off, extended hours, and short-notice schedule changes.
• Office work environment involving prolonged computer use.
• Physical demands include sitting for extended periods and occasional light lifting.