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Training Records Specialist

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Training Records Specialist

Salary

$46,529.60 Annually

Location

City County Building, IN

Job Type

Full Time

Job Number

09233

Department

IMPD-Admin

Opening Date

07/09/2025

Closing Date

8/8/2025 11:59 PM Eastern

+ Description

+ Benefits

Position Summary

Position is responsible for maintenance of current and past training records. The Training Records Specialist documents and maintains all training records for sworn and reserve police officers as well as Park Rangers. The Training Records specialist accurately enters training information in an agency database as well as the state computer system. This position is responsible to review accuracy and generate reports for state mandated training in compliance with State Law. This position also assists with scheduling officers for training and ILEA instructor certifications. The Training Records Specialist is responsible for providing office management and clerical support for the Training Bureau Main Office. The position also assists the Recruit Training Records Analyst when needed during recruit training.

Agency Summary

IMPD is dedicated to upholding the highest professional standards while serving the community in which IMPD works and lives. IMPD is committed to the enforcement of laws to protect life and property, while also respecting individual rights, human dignity, and community values. IMPD is committed to creating and maintaining active police/community partnerships and assisting citizens in identifying and solving problems to improve the quality of life in their neighborhoods. The agency can do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the constituents of Indianapolis and Marion County.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

+ Compiles and maintains training attendance records and reports for sworn (recruit) employees; collects, reviews and analyzes attendance information; coordinates data/record information with supervisors; responds to inquiries from Department personnel reference training records; analyzes current record keeping system and makes recommendations for revision.

+ Accurately enters training information for IMPD merit/reserve officers into IMPD Computer System, and the state computer system ACADIS.

+ All training information required by the Department, and approved non-IMPD training upon receipt of documentation of successful completion must be entered into these systems.

+ Generates reports/information requested; Reviews and revises reports and documents for accuracy and completeness.

+ Generates annual State In-service Training Report (In accordance with State Law); Monitors officers mandated training hours for compliance; Keeps Supervisor/Commander abreast of state report issues/concerns.

+ Provides Supervisors/Officers/Human Resources/City Legal with requested copies of training records.

+ Provides on-file training information/documentation upon request.

+ This information/documentation is approved by the Training Commander or his/her designee. Responds to subpoena requests for training records.

+ Monitors PoliceOne Online Academy system or similar E-learning platforms for compliant reports and assists officers, instructors and outside training staff with training needs.

+ Assists with Scheduling officers for Department in-service training; oversees in-service sign-in when required; maintains professional working relationship with District/Division/Bureau Training Coordinators. Assists outside Departments, Agencies, (i.e., ILEA, MCSD) with IMPD instructor requests/approvals.

+ Processes initial paperwork for ILEA instructor certification and re-certifications; Maintains IMPD instructor list.

+ Assists with front office duties i.e., answering phone, sorting mail, assisting walk-in inquires.

+ Assists the Recruit Training Records Analyst with records regarding recruit training, past and present.

+ Completes other duties as assigned.

Qualifications

High School Diploma or equivalent, and two (2) years of college coursework or two (2) years' prior related work experience is required; any combination of education and related experience equaling two (2) years is acceptable. Must be knowledgeable in Mircosoft Office products. Strict confidentiality is required. Position requires knowledge of spreadsheet(s), database(s), and other software. Must be able to update and/or create reports and spreadsheets as needed. Must be able to demonstrate creative ability when presented with unformatted projects and/or ideas. Must be able to communicate effectively, both in oral and written formats. This position must have knowledge of the Civilian Employee Administrative Policies and Procedures Manual; Departmental structure and functions; Departmental policy reference training file system retention, access, and release as well as uniform and equipment requirements; basic Training Academy policies and procedures; records system management; records analysis; standard office practices; standard operating procedure relating to Departmental correspondence; proper telephone etiquette; data collection, computation, and analysis. The Training Records Specialist must be able to apply principles to solve practical problems; analyze existing record keeping system and make recommendations for change; apply basic mathematical concepts; handle routine and sensitive Departmental contacts; compose and type standard Departmental reports and correspondence; prepare detailed forms and records; proofread; spell; alphabetize. Must be able to pass pre-employment screening (background investigation, drug screen).

Independent Judgment

Position requires the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized. High degree of confidentiality required.