Salary : $52,665.60 - $62,691.20 AnnuallyLocation : Brainerd, MNJob Type: Full TimeJob Number: 20250106Department: PoliceOpening Date: 01/07/2025Closing Date: 1/28/2025 4:30 PM CentralGeneral Definition of WorkThis is a union position that performs a variety of intermediate to skilled administrative support services in the operation of the Police Department's Records Unit. Work is performed under the general supervision of the Police Records Management Lead and Police Administrative Supervisor. Performs other duties as apparent or assigned.2025 Hiring Range: $25.32 - $28.21 per hour depending on qualifications.2025 Pay Range: $25.32 - $30.14 per hour.*2025 Performance based pay opportunity: Up to $33.75 per hour.*The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit. Contact the HR Department if you would like to learn more about our system. Essential Functions
- Initial point of contact for customer service during regular business hours; prioritizes and filters incoming calls; directs public to appropriate personnel, department, or resource; provides general information and direction; Maintains visitor logs and meeting room schedule.
- Prepares, edits, and proofreads a variety of documents including memos, letters and other documents specific to the department. Transcribes verbatim recordings which may contain violent, graphic, and/or sensitive content.
- Enters and/or verifies data for accuracy, completeness, and appearance; Assigns Uniform Crime Coding for data entry, retrieval and dissemination; Finalizes incident reports with status, date and disposition. Compiles and processes case files for prosecution and dissemination to other agencies, ensuring all necessary components are present and accurately completed. Monitors ongoing case status and ensures that files are processed in accordance with established levels of priority.
- Receives and processes a variety of applications and permits; receives and disseminates department correspondence; Receives, processes and logs court notifications and cancellations; Receipts incoming funds and prepares cash deposits of department specific funds; may participate in collection of unpaid parking fines.
- Enters and verifies NCIC (National Crime Information Center) hot file records. Compiles data for background checks for various licensure, employment, and permits, including retrieval and dissemination of Criminal History data in accordance with BCA policy.
- Receives and responds to information requests, retrieving and disseminating data in accordance with federal and state data privacy laws and policies. Redaction of video that may contain violent, graphic, and/or sensitive content.
- Receives, logs, maintains, and releases a wide variety of property & evidence.
- May assist in technical training for other records staff.
- Performs other duties as apparent or assigned.
Qualifications and CompetenciesKnowledge, Skills and Abilities
- The position objectives are met through the knowledge, ability to interpret, and application of specialized policies, procedures, statutes, regulations, and records relating to the office. Accepts responsibility, takes initiative, and works independently or as part of a team to accomplish tasks, often under strict time constraints with required skills to deal with diverse individuals;
- General knowledge of law enforcement records processing practices and procedures, Uniform Crime Reporting, forms, and terminology;
- General knowledge of city, department and law enforcement related programs, policies, and procedures;
- Possess strong organizational and time management skills, with the ability to handle multiple interruptions and adjustment of priorities throughout the day without compromising accuracy or efficiency with a high level of attention to detail combined with the ability to maintain a high level of confidentiality regarding sensitive information and compliance with data practice laws;
- Knowledge of, and experience with, modern office practices and procedures, and ability to operate standard office equipment with the ability to type and enter data accurately and at a reasonable rate of speed, multi-line phone system, and software, including specialized law enforcement systems;
- Ability to communicate effectively, both orally and in writing; and to deal courteously and tactfully with the public, co-workers, and external agencies and departments and has considerable knowledge of English vocabulary, spelling, grammar, sentence structure, punctuation, and arithmetic;
- Ability to establish and maintain effective working relationships with citizens, city personnel, other agencies, and the general public. Has strong interpersonal, oral, and written communications skills while remaining calm, courteous, and professional under difficult, sensitive, stressful, or hostile situations.
Education, Experience and Special Requirements
- High school diploma or GED equivalent.
- Two years of related experience as determined by management. Secondary education coursework in office practices or law enforcement can substitute for up to one-half of the experience required.
- Satisfactory completion of Department of Public Safety background examination including fingerprint background check.
- Completes and maintains department required training and certifications within required time frames.
- Notary Public Certification, including E-Notarization Authority, may be required.
- Previous law enforcement records management and transcription experience is desirable.
Other Requirements and Supplemental InformationThis work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and reaching with hands and arms and occasionally requires standing, walking, , stooping, kneeling, crouching, pushing or pulling and lifting; work requires close vision, distance vision, ability to adjust focus and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, assembly or fabrication of parts within arm's length, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).CompensationCompensation rates are governed by the City's Salary Administration Plan or applicable labor contract. Information regarding the City's pay program is available in the Human Resources Department.HolidaysThe 10 calendar holidays that are observed are as follows: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day and Friday following, and Christmas Day. Employees also received one additional floating holiday of their choice.VacationVacation is earned at the rate of 6.67 hours per month (2 weeks per year) for the first 5 years of employment. After the first five years, monthly accrual rate is increased annually per the union contract or Employee Policy Manual. Maximum vacation balance is 240 hours. Vacation is accrued, but generally not available for use, for the first six months of employment.Sick LeaveSick leave is earned at a rate of 8 hours per month with a maximum sick balance of 960 hours. Payout of 100% of sick leave balance allowed as severance if immediately eligible to draw PERA pension or due to a written doctor-verified disability.Health InsuranceHealth Partners is our current health insurance provider. Coverage takes effective the 1st of the month following the date of hire. We currently offer three High Deductible Health Plan (HDHP) insurance plans.
- Plan 1 is a $3,200 single/$6,400 family deductible policy. The employee pays 5% of the single premium with the 2024 monthly cost being $68.75 per month. The employee pays 20% of the family premium or $464.52 per month.
- Plan 2 is a $1,600 single/$3,200 family deductible policy. The employee pays 5% of the single premium with the 2024 monthly cost being $75.83 per month. The employee pays 20% of the family premium or $512.38 per month.
- Plan 3 is a $6,150 single/$12,300 family deductible policy. The employee pays 3% of the single premium with the 2024 monthly cost being $35.34 per month. The employee pays 15% of the family premium or $298.51 per month.
- Plan 4 is a $8,050 single/$16,100 family deductible policy. The employer pays 100% of the single premium. The employee pays 10% of the family premium or $184.49 per month.
NOTE: For all four of the above HDHP, the employee also receives an additional annual employer HSA contribution based on which plan and coverage level is elected (amount will be prorated and deposited in monthly increments) into the employee's Health Savings Account.Dental/Optical InsuranceDental and optical insurance benefits are available.Life Insurance & Long-Term DisabilityAn employer paid $35,000 life insurance and long-term disability insurance policy is provided by the City the 1st of the month following the initial-six months waiting period of eligibility. Retirement PlanRetirement benefits are provided through the Public Employee Retirement Association (PERA). The 2024 EMPLOYEE contribution rate is 6.5%. The 2024 EMPLOYER contribution rate is 7.5%.01 Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
02 Do you have a High School Diploma or general education degree (GED)?
03 Do you have two years of clerical experience and/or do you have equivalent knowledge gained through a combination of secondary education coursework in office practices or law enforcement education and experience?
04 Which of the following best describes your clerical support related work experience based on full-time equivalency?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
05 Please describe your clerical support related work experience. Include each place you gained experience, the number of years worked at each, and position(s) held. 06 Which of the following best describes your secondary education coursework in Office Practices or Law Enforcement?
- None
- Less than 1 year
- 1 year (Certificate)
- 2 years (AA or AS Degree)
- 3 to 4 years
- 4 or more years (Bachelors or higher degree)
07 Please detail your secondary education coursework in Office Practices and/or Law Enforcement. Include the name of the school, description of coursework, and any degree or certificate earned. 08 Which of the following best describes your law enforcement records management experience?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
09 Please describe your law enforcement records management work experience. Include the name of the agency(ies) you worked for, the number of years worked at each, and position(s) held. 10 Which of the following best describes the level of your transcription experience (listening to a dictated report or recorded conversation and typing the spoken content into a written transcript)?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
11 If you answered anything other than 'None' in Question 10, please describe your transcription experience. Include each place you gained experience, the number of years worked at each, and position(s) held. 12 Which of the following best describes the level of your experience working with sensitive information and maintaining confidentiality?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
13 Please describe your experience working with sensitive information and maintaining confidentiality. Include any training and/or experience you have with Federal and State Data Privacy Laws. 14 Which of the following best describes the level of your experience working with computerized records, including data entry and data verification?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
15 Which of the following best describes the level of your experience working as the first point of contact for an organization, both in person and over the phone?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
16 Which of the following best describes the level of your experience with the National Incident Based Reporting System (NIBRS)?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
17 Please describe your training and experience with NIBRS. Include the name of the agency(ies) where you gained the experience, the number of years worked at each, and position(s) held. 18 Which of the following best describes the level of your experience as a Criminal Justice Data Network (CJDN) Operator?
- None
- Less than 1 year
- 1 to 3 years
- 3 or more years
19 Which of the following best describes your overall computer proficiency experience?
- No Experience
- Limited - search internet, social media, and send emails.
- Moderate - I have worked in positions where I have prepared basic Word documents and Excel spreadsheets.
- Extensive - I have created and merged letters utilizing a database, prepare and maintain complex spreadsheets with formulas, links, have multi tabs, etc.
20 Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Windows Operating System
- Law Enforcement Records Management Systems
Required Question