Police Records Technician

The City of Rochester now welcomes applications for:

Police Records Technician

The Mission of the Rochester Police Department is to provide exceptional service and superior protection by reducing crime and enhancing the quality of life of the first class community we serve. The Rochester Police will accomplish this through strategic collaboration, along with a commitment to our core values of integrity, service, compassion, respect, and innovation.

Nature of Work

The Police Records Technician performs a wide variety of technical and/or specialized office functions and administrative work in support of the Police Department. Depending on the area of assignment, the duties of this position may include providing police records to the public and law enforcement agencies; coordinating required training, purchasing duties for division needs; properly processing confidential records, files, information and/or evidence for filing and retrieval purposes. 
2024 Starting rate of pay: $28.27 per hour.

For your application to be considered with the first round of applications, please apply by July 10, 2024.

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

• Maintain police records, documents, information and evidence.

• Input data and evidence into the records management system in a timely and accurate manner.

• Maintain on-line record information as it relates to coding of law enforcement incidents, status of criminal investigations, and identification of persons involved in or suspected of criminal investigation.

• File, retrieve, and maintain law enforcement data and evidence in accordance with state statutes and department policy to ensure safekeeping of confidential records and private data.

• Interpret complex laws to ensure legal and procedural compliance by purging records and evidence according to law enforcement record retention schedules.

• Receive inventory and maintain evidence chain of custody.

• Safely handle toxic and hazardous substances such as bodily fluids, guns, drugs (to include fentanyl) on a daily basis.

• Prepare and maintain law enforcement reports.

• Disseminate various information and law enforcement reports to appropriate state local agencies and Courts.

• Prepare reports and statistics for transmittal to state agencies through secure computer terminals.

• Monitor active and ongoing law enforcement criminal reports for completeness and accuracy.

• Interpret data privacy statutes and procedures to ensure the proper release and redaction of data relating to law enforcement reports, body-worn cameras, squad video, and photos.

• Compile statistical information at request of supervisor and others.

• Accurately file and retrieve records information.

• Submit required documentation on criminal forfeitures of property and firearms.

• Initiate gun traces through the Bureau of Alcohol, Tobacco and Firearms.

• Transmit Echarging records to DVS for revocations, impounds and forfeitures.

• Collect Predatory Offender Registry (POR) information, ensure accuracy and send to the BCA.

• Responsible for quality assurance of NIBRS entry and reporting data to be submitted to the MN BCA and the FBI.

• Assist in audit of records and evidence.

• Enter, remove, run and validate National Crime Information Center (NCIC) hot files.

• Research and review items for release, evidence, auction, destruction or safe keeping.

• Retrieve and transport all evidence from the North Station to the Law Enforcement Center (LEC).

• Testify in court on behalf of the Police Department regarding reports and evidence.

• Provide clerical support and customer service

• Search, review, analyze, redact, and disseminate requests for Rochester Police Department and Olmsted County Sheriff's Office reports, records, videotapes, cassette tapes, digital recordings, and photos.

• Serve as resource for general police information questions and inquiries in-person, via telephone, and through email correspondence.

• Process payments for reports, background checks, photographs, transcripts, and audio/video recordings.

• Provide exceptional and timely support for public, staff, and other agencies.

Perform other duties as assigned or necessary.

• ESSENTIAL FUNCTIONS

Education and Experience

An Associate's degree from an accredited Paralegal, Legal Assistant, Administrative Office Specialist, Administrative Assistant, Executive Assistant, Medical Secretary program or closely related field AND at least one (1) year of full-time employment experience as a paralegal, legal assistant or similar position where records management was your primary area of responsibility

Certification

Criminal Justice Reporting Systems (CJRS) statistical entry certification required within twelve months of hire as a condition of continued employment.

BCA Single Certification for use of various law enforcement applications, required upon hire and every two years as a condition of continued employment.

DESIRABLE QUALIFICATIONS

Education or experience in the fields of criminal justice/law enforcement, National Incident Based Reporting System (NIBRS) and MN Data Practices Act.

Experience using law enforcement programs such as Criminal Justice Reporting System (CJRS), New World Records Management System, Axon Evidence and Records Management Systems, File on Q, Brazos, Echarging, Minnesota Court Information System (MNCIS), Odyssey, National Crime Information Center (NCIC)

Special Requirement

This position requires a completion of an extensive background investigation, which includes fingerprinting, personal references, education, employment history and military service as a condition of employment.

Knowledge of: law enforcement and judicial system terminology, procedures, and policies; data privacy laws as they relate to the maintenance and/or release of law enforcement data; various crime categories and their severity; national uniform offense crime and property coding; court process and evidence processing, criminal code, and law enforcement operations; managing inventory and control procedures and maintaining files and records; occupational hazards and safety precautions.

Skill in: analyzing crime reports and determining the most appropriate crime coding; the use of computers and applicable software, office machines and equipment; listening and problem solving; providing excellent customer service in an ethical and professional manner; developing and implementing improvements in office procedures; the use of language with emphasis on grammar, punctuation and spelling.

Ability to: maintain confidentiality as it relates to law enforcement data and active criminal investigations; file and locate data in a complex computer system; work effectively with the public and to communicate with all levels of staff (both in person and over the telephone); to simultaneously coordinate several required job duties; exercise initiative, good judgment and sound decision making within the scope of assigned authority; follow instructions or communicate information (both orally and in written form) efficiently, accurately and in detail; to work independently, efficiently and accurately; establish and maintain effective working relationships within a stressful environment.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as primarily Sedentary Work: exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required occasionally and all other sedentary criteria are met.  There may be occasions where the work will require Medium work: exerting up to 50 pounds of force.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity

Frequent demands: Lifting, Handling, Reaching, Carrying, Climbing

Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)