Administrative Assistant/Records

Job Description

Job DescriptionJob Posting: Police Administrative Assistant/Records

City of Bloomfield – Police Department
Requisition #: 2026-01-PD

Position Summary

The City of Bloomfield is seeking a detail‑oriented and customer‑focused Police Administrative Assistant/Records to join the Bloomfield Police Department. Under the general supervision of the Deputy Chief or designee, this position performs a variety of routine administrative and clerical duties to support and expedite records management processes. Responsibilities include greeting customers at the front window, scheduling driving tests, maintaining police records and case files, and supporting department safety training and administrative operations.

This position plays a vital role in ensuring the accuracy, confidentiality, and timely processing of police records and documentation.

Essential Duties and ResponsibilitiesGeneral & Administrative

• Collaborates with other administrative staff to complete assigned duties, serving in both primary and backup roles.
• Provides backup support for reception and records management tasks.
• Maintains property logs; enters report narratives and involvement details (names, vehicles, property information).
• Coordinates community events and participates in Police Athletic League (PAL) activities.
• Assists with departmental safety training programs and maintains safety training records.
• Performs other administrative duties as assigned.

Records Management

• Operates computer systems to access New World and TraCS databases; enters and maintains accurate statistics on calls for service, citations, arrests, incidents, complaints, and other police activity.
• Enters juvenile and adult arrest information and classifies crimes according to established categories.
• Monitors files to ensure accuracy and compliance with NIBRS reporting requirements.
• Ensures compliance with legal guidelines when releasing information; reviews public records requests and researches applicable state and federal laws.
• Maintains property and criminal history records; updates case dispositions in computer systems.
• Prepares reports, generates statistical summaries, and retrieves data as needed for internal staff or external agencies.
• Ensures timely delivery of documents throughout the legal process; prepares report and citation files for court, distributes court notices, and verifies receipt from personnel.
• Enters non-arrest and non-citation reports submitted by officers (e.g., thefts, accidents, missing persons).

Minimum QualificationsEducation & Experience

• High school diploma or GED; and
• One (1) year of progressively responsible administrative, clerical, or records management experience; OR
• One (1) year of trade school or advanced education; OR
• An equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Working knowledge of standard office practices and procedures, Microsoft Office, and standard administrative equipment.
• Preferred but not required: experience with New World software, TraCS, law enforcement records management, and federal/state grant processes.
• Strong written and verbal communication skills.
• Ability to maintain effective working relationships with staff, elected officials, and the public.
• Exceptional attention to detail and accuracy.
• Ability to exercise initiative, use independent judgment, maintain strict confidentiality, and manage sensitive information.
• Strong organizational skills and ability to maintain comprehensive records.

Special Requirements

• Must be eligible to be bonded and able to become a certified Notary Public.
• Must possess a valid New Mexico driver's license.
• Must have no felony convictions and must pass a comprehensive background investigation.
• Must complete and maintain annual training requirements.

Work Environment

Work is performed in an office setting with standard climate controls. Duties require regular use of office equipment, computer work, standing, walking, sitting, reaching, and light lifting. Position requires strong attention to detail, the ability to follow verbal and written instructions, and the ability to maintain emotional stability, confidentiality, and professionalism.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified.

Background Check and Drug Test Disclaimer and AuthorizationI understand that as a condition of employment with the City of Bloomfield, I will be required to undergo both a background check and a drug test.I must authorize the City of Bloomfield within the online application, by checking a box, to conduct a comprehensive background investigation to verify my personal, criminal, employment, and education history for employment purposes. I understand that the offer of employment is contingent upon the satisfactory completion of this investigation to the City's satisfaction.I also acknowledge that as a condition of employment, I must successfully pass a pre-employment drug and/or alcohol test. I understand that the City's drug and alcohol testing policy prohibits the illegal use of drugs and alcohol, and that I must not be under the influence of such substances on City's premises or while performing City business.I understand that failure to submit to a required drug test, testing positive for illegal substances, or providing a false sample may result in the offer of employment being rescinded.By checking a box within the online application, I will release the City of Bloomfield, its agents, and any contracted laboratory or physician from any and all claims and liability for damages or injuries that may arise from the administration and analysis of a drug/alcohol test or from any investigation of my background, except for gross negligence or willful misconduct.I have read and understand this statement and the associated policy. I agree to comply with the terms and conditions outlined herein by checking the box within the online application.

Job Posted by ApplicantPro