Intern - Police Records

at City of Maricopa in Maricopa, Arizona, United States

Job Description

The Police Records Internship provides students with hands-on experience in law enforcement records management, offering exposure to report processing, public records laws, and administrative procedures within a municipal police department. The intern will work closely with Records staff to support daily operations and contribute to projects that enhance the accuracy, organization, and efficiency of the department’s records systems.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

The Intern will perform a wide variety of clerical duties in support of the operations and services of the Police Records Department, such as:

• Performing clerical and administrative work by answering telephones, providing in-person customer assistance to the public, processing and tracking requests for public records, and coordinating with outside agencies to provide information. 
• Review police officer reports submitted through the Records Management System (RMS) for validity, accuracy, and completeness. 
• Performs redaction of requested police records based upon Federal Freedom of Information Act (FOIA) and state/local laws and guidelines pertaining to the security of personal and law-enforcement sensitive information.
• Comprehends and makes interpretations from written material including policies and procedures, departmental operations orders, and related federal and state statutes to learn and accurately perform the required duties.
• Performs other duties as assigned or required.

Education and Experience 

• High School Diploma or GED
• Experience with Excel and other Microsoft Office applications.
• Must pass Terminal Operator Certification (TOC) from Department of Public Safety. 

• Working towards associate’s degree in business, communications, or related field.

• Familiarity with Government/Municipal Public Sector. 

• The term for this internship will be 16 consecutive weeks.
• Interns must be able to work a total of up to 16 hours per week. 
• This position is an FLSA non-exempt position.

Knowledge of:

• Understanding of law enforcement procedures and terminology.
• Federal, state, and local laws and regulations that pertain to the release and retention of police records. 
• Ethical handling of sensitive and confidential information.

• Communicating effectively, both orally and in writing.
• Attention to detail and accuracy.
• Strong interpersonal skills and the ability to work collaboratively with internal and external customers. 
• Record keeping, data entry and filing techniques.
• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

• Communicate with clarity, accuracy, and professionalism in both oral and written formats.
• Establish and maintain effective working relationships with other employees, attorneys, law enforcement, and the public.
• Read and comprehend various reports, letters of request, disposition forms, juvenile referrals, citations, and general correspondence.
• Maintain a high level of attention to detail, ensuring accuracy and thoroughness in reviewing, processing, and documenting information.
• Manage multiple tasks and priorities simultaneously while maintaining organization, efficiency, and accuracy.
• Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
• Ability to interpret, implement and stay up to date on local policies and procedures, written instructions and general correspondence from Federal, State, and local regulations.  

OTHER JOB REQUIREMENTS

• Employment is contingent upon successful completion of a background check and drug screening in accordance with the City’s Drug and Alcohol Policy and applicable law.