Police Records Specialist

City of Northglenn; Northglenn (CO); On-site; USD 33,000 - 37,000; Full time

Job summary

The City of Northglenn is seeking a Records Unit Clerk for the Police Department. The role focuses on data integrity in the RMS, handling police records, and serving as the first contact for citizens. Shifts include nights and holidays, with responsibilities across CQIC/NCIC queries, notary duties, and public record releases.

High school graduate with related coursework and strong accuracy is required. CCIC certification and teamwork are emphasized within a diverse, service‑oriented department.

Qualifications

• High school graduate with college coursework in business or criminal justice or related field.
• Knowledge of standard office terminology, procedures, and equipment.
• Ability to understand and carry out oral and written instructions.
• Ability to maintain accurate records and files.
• Ability to establish and maintain effective relationships with coworkers, officers, administrators, and the public.
• Ability to complete and maintain CCIC certification.
• Ability to remain calm under pressure.
• Ability to prepare accurate written reports.
• Ability to handle multiple tasks and complete them correctly.
• Ability to work with detail and in a team environment.
• Ability to complete and maintain certification in the Colorado Certified Records Network.

Responsibilities

• Monitors police radio and transmits information to officers as needed.
• Maintains and queries CCIC/NCIC for driver licenses, vehicle registration and criminal history.
• Enters data into the RMS system and ensures data quality.
• Releases reports to public, businesses, and agencies per Colorado statutes.
• Interviews victims and writes crime reports; may process incidents not requiring arrest.
• Fingerprinting for bonding, real estate applications, and other statutory purposes.
• Performs notary duties and supplements other divisions as needed.
• Works rotating shifts including nights, weekends and holidays.

Skills

Typing 40 wpm

Independent problem solving

Self motivation

Team oriented

CCIC certification knowledge

Education

High school diploma

College coursework in business/criminal justice

Tools

CCIC/NCIC system

RMS system

Job description

Hiring range for this position is $23.61 - $27.15/hour

This is responsible work in the operation of the Records Unit of the Police Department, providing administrative and technical support of a wide and varied scope to the Police Department. An employee in this class is responsible for the performance of a wide variety of technical and complex clerical and communication tasks in police records operation. This position works shifts, including nights, weekends and holidays. The employee reviews crime and incident reports received from Patrol and Detective Divisions for quality control purposes and processes same. The duties include extensive work maintaining the data integrity of the Department’s computerized Records Management System. Duties also include extensive work in the maintenance and dissemination of timely and accurate police records and the operation of related computer equipment and radio and telephone communication systems. The employee is often the “first contact” citizens have with the Department which often involves handling more routine police matters in situations where the attention of a sworn officer is not immediately warranted such as interviewing citizens, writing crime reports and handling civil complaints. The employee may be assigned to other divisions in the Police Department in an administrative support capacity. These assignments would include general clerical, secretarial and public contact work of moderate difficulty and variety. Assignments to other divisions may be temporary or permanent, as need dictates. During such assignments, the employee will act as a “back-up” to the Records Section to assist with shift coverage during vacations, illnesses or other staffing shortages. Work is performed under the general supervision of a supervisor and in accordance with established policy and procedure. Work requires a high level of accuracy and thoroughness and is reviewed for such in progress and upon completion by evaluation of logs, entries, reports, citizen feedback and conferences.

The City of Northglenn is committed to diversity, inclusivity and social equity both in the workplace and as part of a governmental organization that serves the Northglenn community. The City believes in the dignity of the individual and that each employee who is hired has the potential to make a unique contribution to the organization and the community.

While the members of the Northglenn Police Department come from diverse backgrounds with a variety of life and work experiences, they follow the same Vision, Mission and Values of the department.

Vision Statement

The Northglenn Police Department commits to providing exceptional police services that promote a safe and peaceful community.

Mission Statement

The members of the Northglenn Police Department are a dedicated team committed to protect life and property, reduce crime, and promote peaceful neighborhoods. We achieve this through strong community partnerships, collaborative problem-solving and ethical enforcement of the law.

Value Statement

The Four C's are the cornerstone of our core values
Character ~ Courage ~ Commitment ~ Competence(Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)

• Monitors police radio and transmits via radio a variety of information to police officers and other agencies as needed.
• Monitors City building alarms, both audio and video.
• Monitors holding facility for prisoners; monitors City Hall (court room, council chambers, police department) for security purposes.
• Conducts a variety of queries, entries, modifications, and cancellations utilizing CCIC/NCIC computer regarding driver's licenses, vehicle registration, stolen property, wants and warrants, criminal history records, investigative files, and related reports.
• Reviews CCIC/NCIC computer input of other PRS’s to ensure accuracy.
• Responds to messages from other agencies giving or receiving information.
• Relays officer safety information.
• Enters data into the Department’s RMS system.
• Conducts a variety of queries against the system which search for data errors and duplication and then cleans up those errors.
• Enters, maintains and tracks sex offender registration information into appropriate databases.
• Validates reports for accuracy of NIBRS (National Incident Based Reporting) coding. Resolves errors for NIBRS submissions reports.
• Processes police reports; disseminates copies to appropriate authorities; updates or prepares appropriate records; cross-files records; logs tickets. Releases reports to citizens, businesses and other government agencies following the Colorado State Statutes regarding records release.
• Acts as deputy municipal and county court clerk for bonding and fine purposes.
• Processes municipal warrants by entering into various computer systems, and running criminal histories and DMV records.
• Interviews victims and writes crime reports in cases that do not require immediate follow-up or arrest; may handle accident reports that do not require citations or other follow-up.
• Enters reports into in-house computer system and completes processing.
• Confers with citizens regarding civil problems or complaints. Confers with parents of runaways; writes reports, and is responsible for follow-up in most cases.
• Fingerprints citizens for bonding, real estate applications, school/day care employees, sales license, and other statutory purposes.
• Searches prisoners as required.
• Photographs victims of domestic violence as required.
• Attends to children until parent/guardian or social services arrive.
• Maintains call lists and performs call-outs for a variety of emergencies; for example TACT/SWAT team as required, appropriate personnel in weather emergencies (i.e., tornadoes, snow storms, etc.), and others as needed.
• Processes incoming mail and forwards copies of reports to insurance companies, D.A.'s office, Probation and Parole, etc. Receives subpoenas for officers.
• Processes incoming blood and drug test results.
• Scans and attaches paperwork into appropriate databases.
• Files reports, summonses, ID photographs and miscellaneous correspondence.
• Audits case files.
• Certifies copies of reports for public release.
• Performs notary duties for officers, detectives and citizens.
• Researches various requests for officers, detectives, citizens and other city departments.
• Collects and secures cash from the public for bonds, fines, and fees for various services. Maintains records using basic accounting principles.
• Collects and secures money bags for other City departments on the weekends during the summer.
• Validates CCIC/NCIC entries.
• Complies with State of Colorado Archives Retention Schedule.
• Performs a variety of miscellaneous typing and filing on an as needed basis to assist other divisions.
• Releases property to citizens when property custodian is unavailable.
• Performs related work as required.

High school graduate supplemented by college course work in business, criminal justice or a related field, plus one year of experience which involved heavy public contact work; or any equivalent combination of education and experience which provides the following knowledge, abilities and skills:

• Knowledge of standard office terminology, procedures, routines and equipment.
• Knowledge of the operation of radio receiving and transmitting equipment.
• Ability to understand and carry out oral and written instructions.
• Ability to maintain accurate records and files.
• Ability to establish and maintain effective relationships with coworkers, officers, administrators, and the general public.
• Ability to complete and maintain CCIC certification.
• Ability to remain calm under pressure.
• Ability to prepare accurate written reports.
• Ability to handle numerous tasks at one time and to be able to complete each task correctly.
• Ability to work with detail.
• Ability to work in a team environment.
• Ability to complete and maintain certification in the Colorado Certified Records Network.

SPECIAL NECESSARY SKILLS

• Typing - 40 wpm.
• Requires independent problem solving skills and self motivation.

Successful applicant will be required to undergo a comprehensive background investigation, polygraph, psychological and physical exam with drug screen.

SHIFT WORK REQUIRED INCLUDING WEEKENDS AND HOLIDAYS.