Police Records Technician

City of Montrose; Montrose (CO); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Montrose is seeking a Records Specialist within the Police Department to maintain records, assist the public, and process CORA requests. Proficiency with CCIC/NCIC and related systems is required, with duties including data entry, case management, and evidence processing.

The role emphasizes accurate recordkeeping, strong attention to detail, and reliable customer service in a secure, government environment.

Qualifications

• High school diploma or GED required; an Associate degree is preferred.
• One year of experience in records maintenance, data entry, and transcription is preferred.
• Ability to use CCIC/NCIC and maintain certifications; CJIS security familiarity.
• Experience with accessing and processing CORA requests and FOIA-like workflows.

Responsibilities

• Provide customer service to the public and department personnel; respond to inquiries by phone, in person, or email.
• Process CORA requests and manage release of digital media per Colorado law.
• Enter and maintain Incident Reports in the records database; verify data integrity.
• Relay data to District Attorney and Municipal Court; manage evidence entries and portal submissions.
• Perform background checks, warrant entries, and compile data for statistical reports.
• Handle office operations such as purchasing, accounts payable/receivable, and basic VIN inspections.

Skills

Data entry

Records maintenance

Transcription

Customer service

Communication skills

Education

High school diploma or GED

Associate degree (preferred)

Tools

CCIC/NCIC

CORA

CRCN

Spillman

Axon Body Camera

EDiscovery

CBI Forensic Portal

Caselle

Job description

Basic Purpose of the Job:

Under general supervision, performs a variety of duties and responsibilities involved within the division. Compiles and maintains various records in the Police Department, provides telephone support for the department, assists citizens. Uses CCIC/NCIC system (State and Federal Law Enforcement data base), as well as CORA (Colorado Open Records Act). Also uses CCRN (Colorado Certified Records Network) in performance of duties. Frequently uses and accesses the police department’s record data base (Spillman) system in performance of duties.

Essential Functions:

• Provide customer service to public. Assist customers, officers, investigators, supervisors, command staff and outside agencies. Respond in a timely manner to to telephonic, in-person or email queries.
• Accept and process Colorado Open Records Requests (CORA) according to Colorado Statutes. Includes audio/video release of body worn camera, in car camera and other digital media review and redaction for public release. Create press releases and records releases according to CORA (Colorado Open Records Act). Adhere to CORA law.
• Perform records maintenance for IR (Incident Reports) by entering data into law enforcement data base. Scan and disseminate reports to proper entities. Process supplements and enter and validate NIBRS (National Incident Based Reporting System) using workflow and case management.
• Relay data to District Attorney and Municipal Court. Scan and enter evidence in database. Obtain access and utilize Axon Body Camera for evidence, EDiscovery for District Attorney's Office and CBI Forensic Portal for case submission.
• Register sex offenders by processing required state registration form, keep track of all registration dates and enter sex offender in CCIC.
• Perform background checks as requested. Conduct warrant entry and validations. Compile data for statistical reports and alarm reports.
• Complete court ordered sealings and expungements.
• Check and order office supplies daily. Process accounts payable, accounts receivable, and use Caselle financial system. Perform VIN inspections, complete DR 2008 State Impound forms, and release impounded vehicles.
• Prepare and process non-criminal reports as received in a timely manner. Complete MIR processing. Perform non-criminal report processing including taking the report from the citizen, entering it into the system and processing the report in the database.

Core Beliefs:

Core beliefs are deeply held values and assumptions that guide individuals in the workplace. Core beliefs define how we do things. By establishing core beliefs, the City of Montrose is creating a common culture that shapes employee behavior in a positive and predictable manner. When these beliefs are shared, they create cohesiveness and mutual commitment in the organization and flexibility to changes as they occur.

Our core beliefs are centered on exceptional service and are based around treating our customers and fellow team members with dignity and respect. We value teamwork and recognize that we must continually strive to improve the customer experience. Every team member, regardless of job title, plays a part in creating a service environment and each are empowered to respond to the needs of our customers and teammates. We have six Core Beliefs: Respect, Ethics, Leadership, Accountability, Transparency, Excellence in Service (RELATE).

Job Requirements

• High school diploma or general education degree (GED). Associates degree from an accredited college or technical school preferred.
• One year experience in similar position with records maintenance, data entry and transcription experience preferred.
• Ability to use CCIC/NCIC and maintain certification, CCIC/NCIC validations, ability to run criminal histories in CCIC/NCIC, Municipal warrant entry into CCIC/NCIC, warrant reconciliation, fingerprint quality check, and guarding of state terminal. CCIC coordinator: monitor usage, send recertification emails, request OSN, obtain fingerprints, cancel OSN, make sure agency adheres to CJIS Security Policy.

Licensures & Certificates (must be active and current.)

• Ability to obtain the following Certifications: State CCIC/NCIC, CORA and CCRN.
• Ability to obtain and maintain CJIS certification within 60 days after hire date.
• Current Colorado driver’s license with acceptable record.

Physical Requirements and Work Environment

Sedentary work requiring occasional lifting of up to 30 pounds, carrying, walking and standing, hand/eye coordination for operation of personal computer; vision for reading and preparing written reports and documents; frequent speech communication, hearing for transcribing, and listening to maintain communications with employees and citizens. Works primarily in clean, comfortable environment. Subject to sitting for long periods of time. Occasional contact with stressful situations and irate individuals.Late applications will not be accepted. All candidates are subject to a pre-employment background check and drug screen. The City of Montrose is an Equal Opportunity Employer and participates in E-Verify to verify the identity and employment eligibility of all persons hired.