JOB TYPE: Full Time
LOCATION: Tribal Police
REPORTS TO: Office Manager
SALARY RANGE: $25.75-$35.00

Any individual who receives an offer of employment or will receive a payroll check are required to submit to a drug and alcohol test as a condition of obtaining employment.
Mille Lacs Band Member/American Indian preference applies

SUMMARY:
The Records Specialist is accountable for performing a variety of administrative and technical support services for members of the Police Department. The work is governed by local, state, federal, and tribal regulations.
The Records Specialist Managers multiple case files for prosecution in a timely manner and in accordance with statutes.
The Records Specialist will create and maintain accurate files in the Records Management System as well as enter accurate data into State and internal systems in a timely manner.
The Records Specialist reviews and validates hot files per statute.
The Records Specialist will receive and process records requests from the public, insurance companies, other law enforcement agencies, and other agencies in a timely manner.
The Records Specialist will know and perform all duties of a Emergency Communications Specialist when assigned.
The Records Specialist will accept and manage all BCA Lab results and disseminate as appropriate for each case.
The Records Specialist will maintain/process all impound records including paperwork related to seizures and forfeitures and enter them into the state SAFES system.
The Records Specialist serves as the Terminal Agency Coordinator for the Police Department.

QUALIFICATIONS:
• Two years of formal post-secondary education and at least two (2) years of responsible clerical experience in a law enforcement setting are required;
or
• High School Diploma and five (5) years of responsible clerical experience in a law enforcement setting are required.
• Must possess or ability to obtain the Minnesota Bureau of Criminal Apprehension Terminal Operators Certification.
• Must be able to transcribe dictated materials.
• Excellent interpersonal and very strong organizational skills.
• Ability to type 40 words per minute.
• Ability to deal with highly confidential information.
• Must have current valid driver’s license.
• Must be insurable under the Mille Lacs Band Drivers Insurance policy.
• Must pass a pre-employment drug and alcohol test.
• Background investigation required that shows an unblemished background.
• Must have current valid driver’s license.
• Must be insurable under the Mille Lacs Band Drivers Insurance policy.
• Must pass a pre-employment drug and alcohol test.
• Background investigation required that shows an unblemished background.
• A staff person with direct contact with or access to children in care must disclose the arrest, conviction, and applicant background information if that staff person:
(a) has a conviction of, has admitted to, has an adjudication of delinquency for, has been charged and is awaiting trial for, or a preponderance of the evidence indicates the person has committed:

1. a crime against a child;
2. an act of physical or sexual abuse;
3. neglect;
4. a felony;
5. the same or similar crimes as those in this subsection listed in the laws of another state or of the United States or of any Tribal law;
   (b) has a conviction of, has admitted to, has an adjudication of delinquency for, has been charged and is awaiting trial for, or a preponderance of the evidence indicates the person has committed any misdemeanor offense under Federal, State, or Tribal law involving crimes of violence; sexual assault, molestation, exploitation, contact or prostitution; crimes against persons; or offenses committed against children. The Licensing Committee may evaluate the nature and time of a misdemeanor assault charge as well as other types of misdemeanor crimes not specified in this section to determine whether employment is appropriate.
   8 MLBSA § 1212(a-b).

DUTIES AND RESPONSIBILITIES
• Maintains the Law Enforcement Automated Data Retrieval System.
• Maintains the Central Square Records Management System. This includes extensive data entry, tracking and retrieval of data on an ongoing basis.
• Has access to and handles confidential materials.
• Transcription of legal documents, incident case reports, supplemental reports, statements, forms etc.
• Photocopying and disbursement of transcribed documents, reports and statements to various Sheriff’s Departments, County Attorney’s offices, State and Tribal Family Services, Court Administration, Solicitor General’s office, Public Safety, Bureau of Criminal Apprehension, and Tribal Police files.
• Maintains the processing and completion of fingerprint cards associated with Tribal Police arrests.
• Serves as a Emergency Communication Specialist when needed for calls from Band members needing assistance from an officer.
• Perform general office support responsibilities when needed, such as, answering phones, screening calls and taking messages; reviewing, sorting and distributing incoming mail; operating copiers and other office machines.
• Establish and maintain positive interaction with staff, outside vendors, and the general public.
• Monitors security alarms and weather alerts.
• Assist with prisoner searches on a limited as needed basis.
• Assist Law Enforcement Officers with non-dangerous duties, if requested, including emergency medical response.
• Assume responsibility of agency’s CJIS/NCIC TAC (Terminal Agency Coordinator), which includes all of, but not limited to the following responsibilities:
o Maintain security of CJDN computer terminals
o Maintain written policies / SOP’s for the CJDN system
o Maintain records of all CJDN terminal usage
o Ensure all terminal users are in compliance with MN State Statutes regarding use of the CJDN system
o Train all CJDN terminal users within the Tribal Police Department
o Ensure all terminal users obtain second party checks on records they have entered in CJIS/NCIC
o Ensure all quality control messages from CJIS/NCIC are reviewed and make corrections as soon as possible
o Validate all CJIS and NCIC Hot Files (monthly)
o Ensure confidentiality of all Criminal History reports (CCH) generated
o Ensure all CCH records which are not disseminated are destroyed by shredding or burning, when no longer needed
o Responsible for keeping MN Bureau of Criminal Apprehension (BCA) apprised of any changes to terminal users, administrators, etc.
o Other duties as assigned.

WORKING CONDITIONS:
• Nature of work is such that incumbent experiences infrequent periods of modest stress levels due to workload.
• Work is almost exclusively indoors in a controlled climate area.
• Little threat of personal danger or risk.
• Hours are typically 8-5, but possibly with some extra hours. May involve some evenings, weekend and holiday work.