Police Records Specialist

University of Minnesota; Saint Paul (MN); On-site; USD 42,000 - 44,000; Full time

Benefits offered by this job

Competitive wages

Generous benefits package

Tuition benefit program

Flexible spending accounts

Job summary

The University of Minnesota Police Department seeks a Police Records Specialist to provide complex administrative and technical support for Criminal Justice Information processing. You will handle data entry, research, and maintenance in the Records Management System, ensuring accurate CJIS data and proper documentation across multiple databases.

You will respond to data requests, process citations, and assist with court documentation while maintaining confidentiality.

Qualifications

• BA/BS plus at least two years of law enforcement experience, or a combination of related education and work experience equal to six years.
• Strong verbal and written communication skills.
• Ability to process and handle confidential and sensitive information with discretion.
• Must pass a public safety background investigation and fingerprint-based criminal history check.

Responsibilities

• Process & Maintain Police Reports and Related Documentation, ensuring CJIS data accuracy in RMS.
• Respond to data requests from internal/external parties in compliance with laws.
• Process citations and assist with court submissions.
• Enter and retrieve data in MINCIS/NCIC databases.
• Collaborate with universities and other agencies as needed.

Skills

Verbal and written communication

Interpersonal relationships

Discretion with confidential data

Education

Bachelor's degree (BA/BS)

Tools

CJIS

MINCIS

NCIC

Job description

About the Job

The Police Records Specialist is responsible for providing complex administrative and technical support to department staff in processing Criminal Justice Information in police records and reports. Duties and responsibilities include receiving, routing, entering, researching, and assimilating data into the department's records management system or other databases; identifying and maintaining criminal activity data, known offender and statistical information, and performing a variety of related duties associated with the maintenance of departmental records. Duties are performed using independent judgement and specialized knowledge within the records management function. The position works under the supervision of the Police Records Manager. This position also acts as the backup to the Records Manager and must maintain a keen understanding of the division's roles and responsibilities as a whole.

Job Duties

Police Records Management: 65%

• Process & Maintain Police Reports and Related Documentation
  Review and process reports daily through Transcription, ensuring accurate CJIS data is documented within the Records Management System (RMS).
  Validate appropriate NIBRS, MOCs, and/or UOCs are applied correctly to reports.
  Flag errors for review.
  Ensure all case reports, supplements, and related case documents are accurately linked to the report file.
  Instruct and offer feedback to department personnel regarding report composition, policies and procedures.
• Respond to Data Requests
  Receive, process, and fulfill law enforcement data requests from internal departments, external agencies, and the general public in compliance with the Minnesota Government Data Practices Act, applicable Federal law, and department guidelines.
• Process Citations
  Review daily citation correction and dismissal recommendations from agency personnel.
  Review weekly citation dismissal requests. Research and provide documentation for administrative review, and submit citation dismissals through court administration.
  Evaluate the volume of citations and assign them to administrative assistants for processing as needed.
  Process citations to courts.
  Answer questions from the public regarding citations.
• Perform Criminal Justice Data Network (CJDN) Operator & Assistant BCA Terminal Agency Controller (TAC) Duties
  Enter, update, purge, review, and retrieve pertinent data in the Minnesota Criminal Information System (MINCIS) and National Crime Information Center (NCIC) databases.
• Run Criminal History Checks & Records Checks Related to Law Enforcement Subjects, Prospective Employees & Ride Along Applicants
• Collaborate with Multiple City & County Attorneys Offices
  Submit charging considerations from the Criminal Investigations Division to appropriate prosecuting authority.
  Assist in fulfilling time sensitive Court requests from Prosecutors for evidence.
• Collaborate with University Departments
  Share data with Equal Opportunity & Title IX, the Care Team, the Behavioral Consultation Team, and/or Student Conduct as needed.
• Maintain Records Retention Schedule
  Apply policies and procedures to digital and physical records holdings, organizing, retaining, and purging agency case files accordingly.

Operations Support: 25%

• Provide Customer Service
  In person, by email and over the phone, answering questions related to police reports, citations, and law enforcement data.
• Execute Fingerprint Check Process for Prospective Employees
  Submit documentation to the BCA for criminal background checks, review results and advise appropriate agency personnel.
• Maintain Jurisdictional Crime Map & Expanded Coverage Zone Statistics
  Assess and add law enforcement data to crime map and expanded coverage zone spreadsheet for external and internal stakeholders to review.
• Act as Backup to the UMPD Criminal Records Manager
• Other Projects and Duties as Assigned

Clery Act Compliance 10%

• Maintain & Upload the Daily Crime Log to the Public Safety website
• Identify trends that may result in a Safe U notification
• Collect & Collate UMPD Annual Clery Statistics
  Review police reports for Clery Act offenses
  Review identified reports for inclusion in UMPD Clery Act statistics

Qualifications

Required Qualifications

• BA/BS plus at least two years of law enforcement experience, or a combination of related education and work experience equal to six years.
• Ability to develop and maintain working relationships.
• Strong verbal and written communication skills.
• Ability to process and handle confidential and sensitive information with discretion
• Must pass in a public safety background investigation and fingerprint-based criminal history check.

Preferred Qualifications

• Knowledge of Minnesota State Statutes and Law Enforcement Practices
• Knowledge of Law Enforcement systems
• Knowledge of Minnesota Data Practices Act
• Knowledge of National Incident Based Reporting System (NIBRS), Minnesota Offense Code (MOC), Uniform Offense Code (UOC), and the Clery Act
• Ability to use initiative and independent judgement within established policies and procedural guidelines, and exercise discretion in the absence of specific instructions.
• Certification Requirements within six months of hire or as soon as training is available:
  • MN BCA Criminal Justice Information Systems (CJIS) and National Crime Information Center (NCIC) Operator Training
  • MN BCA National Incident-Based Reporting System Training
  • MN BCA Terminal Agency Coordinator (TAC) Training
  • MN BCA Security Awareness Training
  • MN Government Data Practices Act Compliance Training
  • Jeanne Clery Act Compliance Training

Pay and Benefits

Pay Range: $30.72 - $31.59; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.