Police Records Specialist - Part-Time

City of Greeley; Greeley (CO); On-site; USD 30,000 - 39,000; Part time

Job summary

City of Greeley is seeking a part-time Police Records Specialist to transcribe police reports and manage records in the RMS system. The role requires handling public inquiries, data entry, and maintaining warrant records for Greeley and nearby agencies.

The position involves answering phones, assisting officers and the public, and working a 10-hour shift four days per week, including nights, weekends, and holidays, in a 24/7 operation.

Qualifications

• High School diploma or equivalent.
• 1–3 years administrative support experience with increasing responsibilities.
• 1 year experience with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages (will be tested).
• 1 year data entry and typing experience (will be tested).
• Excellent customer service skills and experience working with the public.

Responsibilities

• Transcribe dictated police reports and enter all dictated information into RMS.
• Process written reports, forms, and documents.
• Respond to inquiries and requests for services from public, department personnel, and law enforcement agencies.
• Enter and maintain warrant records for Greeley and surrounding municipal agencies.
• Answer phones and assist the public in person and via telephone.
• Disseminate records in compliance with policies; file and maintain records.

Skills

Customer service

Data entry

Typing

MS Office

Verbal & written communication

CAD/RMS/NCIC access

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Job description

Job Description

Anticipated Hiring Range: $21.96 - $28.01

This position is a part-time, temporary appointment and is contingent upon the City’s operational needs and available funding.

Job Summary

Essential job functions to the Police Records Specialist position include transcribing dictated police reports and entering all dictated information into our Records Management System (RMS); process written reports, forms, and documents; respond to inquiries and requests for services from public, department personnel, and law enforcement agencies; enter and maintain warrant records for Greeley and surrounding municipal agencies.

This position involves a variety of tasks including answering phones, completing computer queries, entries and cancellations; transcription from digital recordings to computer; assisting the public in person and via telephone; assisting officers and personnel from other criminal justice agencies via phone and in person; disseminate records, in compliance with State and local government policies; filing; use standard office equipment. Primary assignments vary daily, and all full-time employees perform all tasks by rotating through the various assignments each week.

We are a 24/7 operation, and shift-work - including nights, weekends, and holidays is required. A thorough background check, drug test, and polygraph examination will be conducted.

Experience, Knowledge, Skills

Minimum Requirements

• High School diploma or equivalent.
• One (1) – Three (3) years administrative support experience with increasingly responsibilities.
• One (1) year experience working with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages (will be tested).
• One (1) year data entry and typing experience (will be tested).
• Excellent customer service skills and experience working with the public.

OR

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

AND

• Possession of a valid driver’s license.

Preferred

• Bilingual in Spanish and English.

Knowledge, Skills, And Abilities

• Ability to use or learn CAD, RMS, and NCIC/CCIC.
• Ability to communicate effectively, both verbally and in writing.
• Ability to multi-task and meet deadlines under pressure and with frequent Interruptions.
• Ability to learn the organization, procedures, and operating details of the department/division.
• Ability to work as an effective member of a team.
• Ability to manage stressful situations.
• Ability to work 10-hour shifts, four days per week, which may include nights, weekends, and holidays.
• Ability to maintain the confidentiality and integrity of Police records.
• Ability to perform routine clerical work including the maintenance of appropriate records and preparation of reports.
• Ability to understand and carry out verbal and written directions.
• Ability to establish and maintain effective work relationships with City staff and the public.
• Knowledge of general clerical procedures, practices, or operations as required.
• Ability to maintain accurate and detailed records and record keeping systems.
• Ability to effectively collaborate with team members in-person and remotely.
• Ability to multi-task with inflexible deadlines.

Essential Functions

• Provides excellent customer service skills.
• Displays basic math skills.
• Communicates effectively, both verbally and in writing.
• Effectively multi-tasks and meets deadlines under pressure and with frequent interruptions.
• Maintains the confidentiality and integrity of Police records
• Performs routine clerical work including the maintenance of appropriate records and preparation of reports
• Understands and carry out verbal and written directions
• Establishes and maintains effective work relationships with City staff and public
• Provides administrative support for the designated department, while meeting deadlines as assigned.
• Performs routine administrative support including the maintenance of appropriate records and preparation of reports.
• Enters pertinent and confidential information into computer system accurately.
• Communicates effectively in person, via email, via virtual meetings and via telephone.
• Communicates effectively both verbally and written.
• Corresponds by meeting in person, via phone calls, emails, or written letters.
• Establishes and maintains effective working relationships.

Supervisory Responsibilities

• None- no supervisory responsibility

Travel

• N/A None

Work Environment & Physical Requirements

• Heavy public contact in person and by telephone.
• Works primarily in an office environment.
• Extended periods of time at a fixed workstation.
• Frequent and inflexible deadlines.
• Vision enough to read computer keyboards, reference books, and other written documents.
• Communication skills to interface with other departments and agencies.
• Manual dexterity enough to operate computer keyboards, other office equipment, and to complete paperwork.
• Ability to work 10-hour shifts, four days per week, which may include nights, weekends, and holidays

EOE Statement

The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training .

ADA Statement

We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: [e-mail] .

Conditions of Employment

Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.