Records Specialist

Position Summary

This role involves managing multiple tasks related to data entry, compilation, and maintenance of police incident reports, including detailed crime statistics, using complex technical coding. The Records Specialist is responsible for editing, preparing, and distributing monthly crime statistic reports to both internal departments and external agencies, as well as maintaining department files and performing various related duties.

Key Responsibilities

• Compile comprehensive crime statistics reports for the department, researching and correcting entries as needed; prepare monthly reports for distribution to internal and external agencies.
• Initiate and manage inquiries, data entries, cancellations, and modifications in various law enforcement software programs; verify data accuracy and completeness.
• Access and research records across different law enforcement and motor vehicle databases.
• Review case reports ensuring compliance with National Crime Information Center (NCIC), case numbering, and National Incident-Based Reporting System (NIBRS) standards.
• Edit crime listings and proofread codes for accuracy.
• Respond to staff inquiries about departmental and city policies and procedures.
• Organize and control office filing systems, maintaining timely documentation of entries, cancellations, and modifications.
• Participate in biannual audits conducted by the State of New Mexico and the Federal Bureau of Investigations.
• Maintain daily logs and reports related to records management.
• Schedule and prioritize routine and preventive maintenance of equipment; manage supply requisitions.
• Operate office equipment including typewriters, copiers, fax machines, microfilm machines, and computers.

Supplemental Functions

• Attend relevant meetings, trainings, and conferences to stay updated on trends in records maintenance.
• Appear in court as required when subpoenaed.
• Perform general clerical tasks such as typing and filing as necessary.
• Undertake additional related duties as assigned.

Minimum Qualifications

• High school diploma or GED supplemented by 30 credit hours in business or public administration.
• At least two years of experience in records management and customer service.

Additional Requirements

• Experience with law enforcement computer software for data entry is preferred.
• Must obtain National Crime Information Center (NCIC) certification within six months of hire and maintain recertification every two years.
• Ability to work odd shifts, including days off and extended hours, occasionally with short notice.

Working Conditions

• Work is performed in an office environment with significant computer screen exposure.
• Physical requirements include the ability to sit for extended periods and perform light lifting.