Records Specialist

Records Specialist

Salary: $23.15 - $24.31 Hourly Location: 710 E Mullan Ave. Coeur dAlene, ID Job Type: Full-time Job Number: 26-00020 Department: Police Opening Date: 03/19/2026 Closing Date: 4/3/2026 5:00 PM Pacific

Description Benefits Questions

Job Summary The Records Specialist processes and maintains all records generated by Police personnel, and performs a variety of tasks for the department and the police records management function. Reads and interprets crime reports from various sources. Provides time sensitive assistance to officers, detectives, other staff and administration, along with explaining departmental policies and procedures to both the public and employees.

The Records Supervisor directly manages Records Specialists.

Minimum Qualifications The minimum qualifications for this job include:

• A High school diploma or GED with Associates Degree preferred.
• One (1) year experience performing office functions, using computer software systems to enter data, handling records and providing customer service via personal interaction and telephone, preferably within a law enforcement environment to become familiar with related terminology.
• Preferred experience in ILETS system, and basic processes and procedures related to criminal proceedings.

Records Specialists do not supervise, but may be required to train new employees in the same or similar job. Work is usually performed in an office environment.

Examples of Duties (illustrative only and may vary by assignment)

• Processes police records according to records management regulations, policies and procedures.
• Reads and interprets crime reports which include city, state and federal statues and utilizes the FBI guidelines to classify the events into the records management system.
• Creates copies, collates documents, and distributes to various sections, divisions, and agencies.
• Maintains security, privacy, and confidentiality of police records.
• Provides administrative and technical support to internal police staff.
• Creates information packets and files, utilizing NCIC/ILETS and related software systems to run inquiries on people, vehicles, etc., as required.
• Assists the public in obtaining police services by determining their needs and directing them to the appropriate resource including suspects, victims and witnesses of crime; advises public and staff of procedures required to access police records.
• Processes arrests, cite and releases, miscellaneous reports and accidents and prepares reports for prosecutors, court, detectives; enters data into the Records Management System (RMS).
• Enters and updates data into ILETS for missing persons, stolen vehicles, guns, articles, license plates, validations, etc.
• Enters data into National Incident Based Reporting System (NIBRS) for arrests and miscellaneous reports monthly.
• Enters and updates dispositions from court in RMS.
• Processes fingerprinting for employees and private citizens.
• Processes public records requests including criminal and civil documents, photos, audio recordings and DVDs.
• Takes payments for civil citations, fingerprinting, VIN inspections and public records requests.
• Sends unpaid civil citations to collections when appropriate.
• Processes impounded vehicle reports; enters data into RMS, sends certified letters, keeps track of returned vehicles, publishes notifications in newspaper and sells vehicles.
• Conducts background checks for employees.
• Ensures all Police employees are fingerprinted, tested and trained in ILETS or CJIS Online (TAC).
• Processes complaints by sending to prosecutor.
• Conducts criminal histories for Prosecutor, Detectives, Officers, Property Officer, and for pawn checks on firearms.
• Conducts inquiries on serial numbers of articles, vehicles and firearms.
• Processes subpoenas for Officers; forwards in e-mail and tracks returns.
• Runs monthly and emphasis grant-related statistical reports for CARE, PC Holds, Patrol and as requested.
• Processes juvenile petitions by sending to prosecutor.
• Uploads lab reports into Video Indexing Program for Evidence Retention (VIPER) and updates in RMS if needed.
• Enters parking citations into database.
• Updates supplemental dispositions from officers/detectives into RMS and transfers to property and updates NIBRS if needed.
• Ensures proper collection, indexing archival, retention and disposal of all official department records.
• Responds to citizens questions and comments in a courteous manner.
• Accommodates inter-departmental requests for information and reports.
• Responds to managements, supervisors, co-workers and citizens questions and comments in a courteous, thorough and timely manner.
• Performs time management and scheduling functions, meets deadlines, and sets project priorities.
• Maintains strict confidentiality of all matters.
• Assists other department and City employees as needed or requested.
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

Secondary Duties and Responsibilities

• Serves as Terminal Agency Coordinator (TAC) for ILETS.
• Maintains all records for testing, training, fingerprinting and records certification required by the State of Idaho for all Police Department personnel.
• Performs other duties as assigned.

Minimum Requirements

• High school diploma or GED with Associates Degree preferred.
• One (1) year experience performing office functions, using computer software systems to enter data, handling records and providing customer service via personal interaction and telephone, preferably within a law enforcement environment to become familiar with related terminology.
• Preferred experience in ILETs system, and basic processes and procedures related to criminal proceedings.
• An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

Supplemental Information The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.

Knowledge of:

• The National Incident Based Reporting System (NIBRS) and guidelines, RMS, and NCIC/ILETS programs.
• Records management principles and procedures.
• Public records laws.
• Crystal Reports.
• Fundamental understanding of the criminal justice process.
• Department programs, objectives, policies and procedures.
• Customer service principles and procedures.
• Fingerprinting processes.
• Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, desktop publishing and other required applications.

Skill and Ability to:

• Perform all essential functions independently or as part of a team.
• Gather, organize, and analyze data.
• Maintain a calm, professional demeanor and effectively communicate with officers and the public in potentially controversial situations.
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports.
• Use English and speak clearly for understanding.
• Listen carefully to, understand, and effectively communicate through verbal, written, and electronic communication channels.
• Perform duties to supervisors expectations.
• Follow verbal and written instructions.
• Work independently and exercise initiative, with general guidance and supervision.
• Maintain a professional demeanor at all times.
• Maintain strict confidentiality.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Demonstrate integrity and ingenuity the performance of assigned tasks and solving problems.
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Physical Demands & Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of a job, on a case-by-case basis.

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, use hands to keyboard or type, handle materials, or manipulate tools used in performing the essential functions of the classification, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this classification include close vision, distance vision, color vision peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person, by telephone.

While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate.

Benefits The City of Coeur dAlene offers a very generous benefit package. Below is a brief overall summary of our general benefits. Depending on the position you are applying for, the position may fall under a specific bargaining group and as a result, may have benefits in addition to what is listed below. [click here to see collective bargaining agreements].

Retirement & Investment Plans:

• PERSI retirement benefits, www.persi.idaho.gov
• 401k & 457 investment plans

Medical:

• Regence Blue Shield of Idaho
• Employee covered 100%, low cost dependent coverage
• Employees choosing to waive medical coverage due to other group coverage available, may receive a monthly contribution into their HRA VEBA plan.

Dental:

• Blue Cross of Idaho
• Willamette Dental
• Northwest Dental

Benefits 100% employer paid for employee and dependents:

• Life Insurance and Long Term Disability (Basic life insurance, line of duty death and Long Term Disability)
• Supplement life insurance available

Health Reimbursement Arrangement (HRA):

• Pre and post-retirement health reimbursement arrangement. The city makes tax-free contributions into the eligible employees account on a monthly basis. www.hraveba.org

Paid Leave:

• 11 paid holidays
• 8, 10 or 18 hours vacation per month (depending on CBA), increasing with years of service
• 10 hours sick (24 for fire) per month

Other Option Benefits:

• Employee Assistance Program (EAP)- Comprehensive program that provides counseling for work, family, personal and financial issues. This benefit also has telehealth options.
• Tuition Reimbursement
• Pre-tax Flexible Spending Accounts
• AFLAC-Colonial Life
• Supplement Life Insurance: for employee and spouse
• Wellness Benefit

Required Questions

1. Do you have experience in law enforcement managing records?
2. What law enforcement data bases have you used in the past and what is your level of experience using them?

Employer City of Coeur dAlene

Address 710 E Mullan Ave Coeur dAlene, Idaho, 83814