Police Records Specialist

Salary: $45,000.00 - $60,750.00 AnnuallyLocation : Raleigh, NCJob Type: Full-TimeJob Number: 2026-00387Department: Police Administrative ServicesOpening Date: 03/25/2026Closing Date: 4/8/2026 8:00 AM EasternWork Hours: Monday - Friday; 8:00 am - 5:00 pmHiring Range: $45,000.00 - $52,875.00 Job DescriptionThis is moderately, difficult, non-sworn work within the Records Unit of the Administrative Services Division in the Police Department.Under general supervision, perform a variety of specialized tasks related to the efficient maintenance of a complex recordkeeping system in accordance with federal, state, and local laws. Work involves the maintenance, retention, and retrieval of Police Department records. Perform data entry and import functions in various computer system applications to create or update existing records that are electronically stored, retrieved, and disseminated in accordance with federal, state, and local laws, and internal policies. Perform daily system and data audits to identify errors and to ensure police reports and records are accurate and complete. Respond to requests from internal customers and the public via telephone, mail, e-mail, fax and in-person inquiries for information and reports related citations, arrests, traffic accidents, and police operations. Provide support and operational coverage to internal divisions as requested. Perform office and clerical duties related to equipment maintenance, filing, shredding, copying, faxing, etc. as required. Duties and ResponsibilitiesThe intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.Performs complex recordkeeping and specialized tasks related to police information and activities through automated and manual systems to manage the organization, tracking, retrieval, release, and archival functions of public and confidential police records according to federal, state, and local laws and internal policiesArchives and disposes of departmental records as mandated by the North Carolina Records Retention Manual; Uploads, manages, and maintains the data related to traffic accident reports on the public RPD Police Wreck Report website dailyUtilizes various complex computer software applications and database management systems (i.e., KOPS, Chiefs, eCitations RMS, eCrash, CAD) to enter data and import police reports and records involving citations, DWIs, arrests, traffic accidents on a daily basis and according to strict departmental guidelines for the compilation of departmental statistical and informational reportsUses effective customer service, communication skills (oral and written), and judgment to research and respond to telephone, mail, and in-person requests for information, direction, or reports pertaining to Calls for Service, access to law enforcement investigations reports, arrests, citations, DWIs, traffic reports, press copies, etcAnalyzes and reviews in detail all police reports related to traffic accidents and offenses for errors or discrepancies. When possible, immediately corrects errors; otherwise, provides officers with an explanation of the nature and impact of the errors and assists officers with making necessary corrections. Utilizes the records management systems and Microsoft Office software applications. Documents and tracks errors and missing reports daily and disseminates a weekly report to internal staff and managementLiaises between the IT unit, Crime Analyst, and officers to ensure the accuracy and integrity of the Records Management systems with regard to functionality and imported data of law enforcement information. Identifies and communicates records management systems and report errors to the appropriate internal contact and assists with resolutionInteracts with external agency representatives such as the Department of Corrections, Wake County Department of Human Services, Wake County Courts, Wake County District Attorney's Office, Division of Motor Vehicles, City of Raleigh Transportation Operations Division, etc., to exchange information and provide required documentation regarding citations, DWIs, arrests, traffic accidents, and statistical dataReviews DWI Affidavits and Revocation Reports before submitting to the DMV for accuracy. Reviews rights forms and Intoxilyzer EC/IR-II test records for accuracy from officers and chemical analystsResponds to media requests for public records properly and refers to the appropriate personnel in the Chief's office regarding high-profile cases or press releasesExpunges criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.Maintains Officer's Sealed Notes, checking station authorizations, consent to search formsGenerates and disseminates a weekly Missing Offense Error List crime report, a weekly mixed Numbers Error List report and a weekly Accident Error List reportPerforms other related work as required Typical QualificationsEducation and Experience:High School diploma or G.E.D. equivalency; less than 1 year experience in clerical support, data entry, customer service, or related fieldORAny equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted Additional InformationKnowledge of:Raleigh Police Department policies and procedures Basic record-keeping procedures based on numerical and alphabetical filing systems Structure and content of the English language to include spelling, grammar and rules of composition; and, Spanish as it relates to bilingual specialists Customer service principles and practices Standard administrative procedures and use of general office equipmentSkill in:The operation of standard office equipment, microfilm reader, scanner, copier, fax machine, etc. Oral and written communication Operation of a filing, records management system Typing and data entryAbility to:Learn and utilize the department record management system, as well as, other computer software programs. Type and perform necessary data entry within complex database systemsEstablish and maintain an effective working relationship with elected city officials, supervisors, police officers, other departmental employees, external agency representatives, and the public through the use of effective interpersonal and communication skillsEffectively communicate including oral or written expression and comprehension to elicit, convey, and/or understand information, instructions, and/or directionsUse good judgment and make sound decisions in the execution of job dutiesInterpret and abide by established policies, standard operating procedures, regulations, laws, and other directives that govern daily activities within the Records Unit and Police DepartmentMulti-task, organize and prioritize workload to meet unit and departmental deadlines and goalsLift, pull, push, and/or carry boxes that may weigh more than 20 poundsADA and Other Requirements:Work Environment and Physical Effort:Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.Work Environment:Work is typically performed in an office or similar indoor environment. Employees will occasionally work in an outdoor environment.Work Exposures:Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.When you join the City of Raleigh's work family as a full-time employee, your benefits are an important part of your "total rewards". Your benefits impact many aspects of your life including your health, your finances, and the protection of your family. The City provides a comprehensive benefits package as part of our total rewards program to support you through important events in your life, to enhance your life outside work, and to help you plan and prepare for the future. To find out about the City's benefits package, and other programs, please visit our Employee Benefits page: City employs temporary and seasonal employees who generally are scheduled to work on a short-term basis. However, if you are hired as a temporary or seasonal employee, or as an intern, you are not eligible for the City of Raleigh's benefits.01 Please select your highest level of education completed. Some high school High school diploma (or GED) Some college Associate's degree Bachelor's degree Master's degree PhD or other professional degree 02 How much relevant or comparable work experience do you have Office Administration? None Less than 1 year 1 to less than 2 years 2 to less than 3 years 3 to less than 4 years 4 to less than 5 years 5 to less than 6 years 6 to less than 7 years 7 to less than 8 years 8 to less than 9 years 9 to less than 10 years 10 years or more 03 Have you ever been terminated or forced to resign from a position? Yes No 04 If you answered "yes" to being terminated or forced to resign, please provide an explanation and the date. 05 Are you proficient in Microsoft Office? Yes No 06 Rate your skill level with Microsoft Office. Beginner Intermediate Advanced I do not have experience using Microsoft Office 07 Rate your skill level with Adobe PDF exchange. Beginner Intermediate Advanced I do not have experience using Adobe PDF exchange Required Question

Created: 2026-04-02