Non-Exempt Job Descriptions
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Police Records Specialist

Job Summary

With minimum supervision, the Police Records Specialist is responsible for the maintenance of Police Records which includes Uniform Citations, Uniform Offense Reports, Incident Reports, Fire Reports, Traffic Accidents, Personnel Records, and Training Records, which requires knowledge of forms & procedures uniquely used by the Morehead State University Police Department as required by the Accreditation Standards. Incumbent also manages the Web Database and the Daily Crime Log, as required by the Minger/Clery Act. Also responsible for the accurate accountability of yearly crime statistical reports as required by the Minger/Clery Act. Decision making, office management, and dealing with confidential matters are also responsibilities of this position. Supervision of the workstudy program may be included with this position.

Duties and Responsibilities


Due to the single staffing of this position, the following are considered essential functions:

  • Custodian of Police Records, which includes Uniform Citations, Uniform Offenses Reports, Incident Reports, Fire Reports, Traffic Accident Reports, Personnel Records, and Training Records. These records must be filed in yearly, monthly, and numerical order.
  • Supervision of the departmental web database and the daily crime activity log, as required by administrative personnel and the Minger/Clery Act within 24 hours of occurrence.
  • Complies and completes information pertaining to yearly crime statistical reports as required by the Minger/Clery Act.
  • Attends conferences as required for updates to maintain compliance with the Minger/Clery Act.
  • Assists all departmental personnel with office correspondences and of distributing information as required.
  • Processes purchase requisitions, check requests, travel requests, travel vouchers, and maintains records for budget transactions.
  • Maintains accurate purchase/credit card receipts for the department records.
  • Processes Personnel Action Requests, maintains personnel records, vacation/sick leave reports, non-exempt time sheets, workstudy time sheets, and submits necessary paperwork for the departments payroll and personnel records.
  • Answers telephone responding to routine inquiries and takes accurate phone messages.
  • Types office correspondences and reports as requested, some of which are of a complex and confidential nature.
  • Operates office equipments such as typewriters, personal computer, copier machine, calculator, etc.
  • Operational skills are required in several computer software programs as well as the University computer programs.
  • Schedules and makes arrangements for meetings, conferences and special programs. May be responsible for reserving facilities, menus, minutes, etc. as necessary.
  • May be responsible for supervision of workstudy students, preparing work schedules, assignments, preparing and maintaining payroll records.
  • Assists in the absence of the Traffic Control Specialist and the Key Access Control Specialist.


  • Opens mail and distributes to appropriate department personnel. Mails various correspondences.
  • Greets and directs faculty, students, staff, visitors and clients of Morehead State University Police Department.
  • Orders office supplies and maintains inventory.
  • Performs other job related duties assigned by the Supervisors.

Organizational Relationships

The Police Records Specialist reports directly to the Chief or his/her designee. The Police Records Specialist interacts with administrators, faculty, staff, students, visitors, and clients of Morehead State University Police Department. 

Minimum Requirements

High school diploma or G.E.D equivalent, with 3 years of secretarial experience. Good typing, filing and communication skills are considered essential functions for this position.

Additional Desirable Qualifications

Should be proficient in the use of Microsoft Word, Publisher, Excel, and other desktop publishing software would be desirable. Work related experience in a police department environment with one year of records management experience.

Working Conditions and Atmosphere

Routine office environment with interruptions and noise due to frequency of visitors, students, faculty, staff, and phone calls. Some pressure can be expected on the job depending of the frequency and number of visitors, phone calls, and meeting of various job deadlines. Overtime may be required during peek registration periods and the meeting of various job deadlines.