Admin/Records Specialist

Admin/Records Specialist  Salary $53,622.00 - $77,097.00 Annually Location Pagosa Springs, CO Job Type Full-Time Job Number 26-00007 Department Police Opening Date 04/01/2026 Closing Date 5/1/2026 12:00 AM Mountain

DESCRIPTION

BENEFITS Description Performs a variety of complex clerical duties designed to expedite the maintenance, records and processes of related reports, records and other police activities; acts as office manager and

NCIC/CCIC

Coordinator. Essential Duties Performs confidential secretarial and clerical functions for Chief of Police, Lieutenant and other supervisory personnel; types all administrative material and correspondence including reports, letters of recommendation, memos, special bulletins, schedules, documents, etc.; composes correspondence, reports, statements, memoranda, and other material requiring judgment as to content, accuracy and completeness; takes and transcribes confidential dictation, reports and special correspondence. Acts as the receptionist for the Police Department; answers phone calls, takes messages and/or routes calls; receives visitors, answers questions and providing direction for members of the public; makes appointments for Chief and Lieutenant; and forwards emergency calls to the Archuleta County Communication Center (dispatch); relays citizen complaints to on-duty patrol personnel and documents information as required; maintains staff records; processes work-time records for payroll processing; monitors staff accrual and utilization of vacation and comp time benefits. Performs general departmental accounting and fiscal management duties; assists in the preparation of annual budgets; processes invoices and accounts payable requests; monitors ongoing fiscal activity and expenditures to ensure compliance with established budget constraints and limitations. Acts as purchasing agent for Departmental office supplies; selects suppliers and vendors; performs value analysis and negotiates pricing discounts, etc.; keeps an inventory of Departmental office supplies and orders accordingly; checks supply invoices for errors and reports weekly expenditures. Assists with general asset tracking and management; assists with inventories of Department property and evidence. Reviews, updates and develops forms used by the Department and maintains a complete and current file of all Department forms; orders and/or copies forms as needed. Stocks and organizes forms. Issus forms that need to be logged and accounted for (citations, parks tickets, etc.). Acts as department records custodian; transcribes audio recordings; inputs accurate data into the Department's computerized records management system; responds to requests from officers in the field to locate information from Departmental records; conducts

NCIC/CCIC

inquiries as requested; performs NIBRS reports as required by state and federal agencies; assists with sex offender registrations, fingerprinting and VIN verifications. Types various police-related documents from rough draft, narrative and oral instructions; proofreads work for typographical and grammatical/spells errors; returns work to applicable authority for correction of content errors noted; and files final copies. Assists in the development and maintenance of digital evidence; assists to create and implement protocol, processes and procedures for digital evidence management ensuring chain of custody and evidentiary integrity. Opens, sorts and distributes incoming Departmental mail; collects and posts outgoing mail; receives and responds to requests for Department records then copies and hand delivers, mails or faxes documents that are authorized for release; forwards case records and/or documents to Municipal, County and District Courts. Organizes and maintains Departmental files that include, but are not limited to; incident reports, traffic accident reports, field interview cards, daily activity reports, outgoing correspondence, incoming correspondence, equipment manuals, voided citations, etc.; completes statistical reports for State agencies as required. Performs various general duties assisting to expedite the efficiencies of the department and the town; updates Department information on the Town's website; provides computer support, as needed, for Department personnel; assists with the training of new Department employees in office procedures and computer systems; researches grant opportunities, writes grant requests and manages grants received; performs the duties of Notary Public. Performs related duties as assigned. Qualifications Graduation from high school or GED plus sufficient training to demonstrate an aptitude and ability to perform above and related duties AND one (1) year work experience preferably in a field related to above duties; OR an equivalent combination of education and experience. Knowledge, Skills and Abilities Working knowledge of FBI reporting requirements and procedures; current office practices and procedures; grammar, spelling and punctuation; current filing systems related to alphabetical and numeric files; computerized data base management and program applications; administrative procedures; computer software including spreadsheet uses and word processing applications (i.e., Microsoft Word, Excel, Access, etc.); complex telephone systems. Some knowledge of criminal Justice System Organizations, NCIC computer operation policy and procedure, complex aspects of a police records system and police teletype systems; federal, Colorado laws, and Municipal ordinances, department policies and procedures, and police codes. Skill in establishing effective working relationships with supervisors, fellow employees, other law enforcement agencies, court officials, and the general public. Must be proficient in the use of computer hardware and software systems traditionally used in an office environment and law enforcement. Ability to operate standard office equipment efficiently; communicate effectively, verbally and in writing; perform basic mathematical computations; ability to work under time pressure; ability to follow verbal or written instructions. Employer Town of Pagosa Springs