Records Specialist

Records Specialist (PD Non-Sworn)

Town of Monument:
The Town of Monument aspires to provide leadership that delivers municipal services responsibly, while working to inspire public confidence to achieve the vision of the future. The Town of Monument is focused on meeting the community’s needs with the utmost integrity, obligation of service, and responsibility by being held accountable and respecting the diversity and values of its constituents.

Position Summary:
The Police Records Specialist is responsible for processing, maintaining, and distributing law enforcement records in compliance with local, state, and federal regulations. This position ensures the accuracy and security of police reports, citations, warrants, and other official documents.

Duties include data entry, redaction, and release of records in accordance with the Colorado Criminal Justice Records Act (CCJRA), the Colorado Open Records Act (CORA), and other applicable laws. The specialist responds to records requests from the public, attorneys, and law enforcement agencies while ensuring the confidentiality of sensitive information.

Additional responsibilities include reviewing reports for completeness, processing subpoenas, and assisting with records-related tasks required for legal proceedings. Strong attention to detail, discretion, and the ability to handle sensitive information with professionalism are essential for this role.

Benefits:

• Medical, Dental and Vision Insurance


• Healthcare Flexible Spending Account (FSA)


• Long Term Disability Insurance


• Life and AD&D


• Voluntary Accident Coverage, Hospitalization Coverage


• Voluntary Critical Illness Coverage


• Legal Shield/ID Shield benefit


• FMLA/Bereavement/Jury Duty Leave


• ADAA & PDA


• Compulsory enrollment in 401(a), employer 2:1 contribution


• Voluntary enrollment in 457(b), employer 2:1 contribution


• Vacation and Sick leave


• 14 observed holidays, 1 additional personal day


• Employee Assistance Program (EAP)


• Tuition Reimbursement


• Public Service Student Loan Forgiveness eligible employer
  Membership to Tri-Lakes YMCA
  

Essential Duties and Responsibilities:

• Ensure compliance with federal laws, including CCJRA and CORA.


• Respond to public records requests, subpoenas, and discovery requests, ensuring proper redaction of confidential or sensitive information.


• Oversee the registration, monitoring, and record-keeping of sex offenders in compliance with state laws and department procedures, including CCIC entries, fingerprinting, and maintaining the Sex Offender Registry database.


• Perform data entry and utilize records management systems (RMS) to ensure the accuracy, completeness, and security of police reports and records.


• Assist law enforcement personnel, government agencies, attorneys, and the public with record-related inquiries in a courteous and professional manner.


• Process background checks, criminal history inquiries, and fingerprint records as authorized by law.


• Ensure proper dissemination of sex offender registration information to the public and other authorized entities as required by law.


• Assist with audits of records for accuracy and compliance with state and federal regulations.


• Redact body-worn camera footage and other digital evidence as required.


• Maintain confidentiality and security of law enforcement records, protecting sensitive information in accordance with legal and departmental guidelines.


• Submit crime statistics to local media and track court dispositions and payments accurately.

*These duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position specific duties.

Knowledge, Skills and Abilities:

Knowledge

• In-depth knowledge of CORA, CCJRA laws, and police records management.


• Expertise in NIBRS reporting and timely submissions to the Colorado Bureau of Investigation (CBI).


• Familiar with traffic accident reporting systems.

Skills

• Strong administrative skills, including handling and processing records accurately.


• Excellent interpersonal and communication skills, with the ability to work effectively with a variety of stakeholders.


• Skilled in managing registered sex offender compliance.


• Strong organizational and analytical skills to streamline workflows and meet deadlines.

Abilities

• Ability to prepare and submit departmental reports efficiently.


• Financially accountable, with experience preparing weekly deposits and maintaining accurate financial records.
  
  

Qualifications:

Education/Experience:

• High school diploma or equivalent required; a degree in a related field is preferred.


• Proficient knowledge of Uniform Crime Reporting (UCR) and National Incident-Based Reporting System (NIBRS).


• Familiarity with the Colorado Open Records Act (CORA) and Colorado Criminal Justice Records Act (CCJRA).

Licenses/Certifications:

• Must possess and maintain a valid driver’s license.


• Must obtain and maintain Criminal Justice Information System (CJIS) compliance within six months of employment.

Pre-Employment Requirements:

• Must pass a conditional post-offer background investigation, motor vehicle record check, and drug screen. 

Physical Demands:

• Occasional exertion of up to 15 pounds.


• Regular sitting, frequent standing, speaking, and repetitive motions.


• Occasional walking, stooping, kneeling, crouching, crawling, and reaching.


• Vision requirements include close, distance, peripheral vision, depth perception.


• Vocal communication and normal hearing.


• Mental capacity to make sound decisions and follow directions.

Work Environment:

• Work is primarily performed in an office setting.


• Frequent use of office machines such as printers, faxes, and copiers.


• In-person position requiring regular attendance at the primary location.


• May involve frequent interruptions and attendance at evening and/or weekend meetings.

*The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.