POLICE RECORDS SPECIALIST - [FLSA: non-exempt:, SHIFT: 40 HRS/WEEK, MON. - FRI.]

Job Title

Performs specialized administrative work involving a centralized police records system.

Work Objective

The position involves assisting the Police Records Coordinator respond to public records requests from public, local, state and federal agencies and assists in the compliance with Florida State Statute (F.S.S.) 119. Also assists with indexing, filing, and storing of police records. Responsible for the review, identification, maintenance, protection, retention, and disposition of a large volume of records for the Police Department. Work is completed in accordance with City policy, Florida State Statutes, and Federal regulations. Position requires strict confidentiality of exempt criminal investigation and victim information. Good customer service skills, tact and professionalism are essential. Work is performed under regular supervision of the Deputy Chief of Police of Support Services.

Essential Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

Provides a variety of assistance to the public in person, via telephone, fax, email or mail. Represents the Police Department in a professional and courteous manner and directs inquiries to the appropriate personnel or department.

Researches and complies with Public Records requests from the public, local, state and federal agencies; assists the Police Records Coordinator and Public Information Officer with media requests as needed; ensures compliance with F.S.S. 119 and redacts confidential information accordingly.

Assists Police Records Coordinator with reviewing and processing police reports for accuracy and compliance with State Statutes, Florida Incident Based Reporting System (FIBRS), National Incident Based Reporting System (NIBRS) and Uniform Crime Reports (UCR) coding and hierarchy; ensures all supporting documents are attached.

Assists in the maintenance of Police records and associated documents; maintains files and permanent historical police documents such as major criminal case reports, traffic crash reports, and uniform traffic citations. Reviews and processes all case reports and files maintained by the Police Department entered into computer indexing system used by the Department.

Assists Police Records Coordinator with classifying crimes in accordance to Uniform Crime Reporting (UCR) guidelines; processes reports for UCR submittal and enters information into computer as necessary.

Receives, reviews, processes, tracks, and files all incident and accident reports, supplemental reports, citations, warrants, parking tickets, and other records.

Receives, logs, and assigns subpoenas and court notifications; confirms and records the correct recording of payment for collection of fines and city citations; schedules inspections for compliance with fix-it tickets.

Types routine correspondence, memoranda, reports, schedules, forms, telephone directories, surveys, official notices and other materials from rough draft, copy, marginal notes or verbal instruction. Work product must be accurate and error free.

Copies, enters, or posts a variety of data or information using MS Excel or Word.

Assists in the duties and responsibilities of the Police Records Coordinator in their absence.

Performs related tasks as required.

In the event of an emergency, all employees may be required to perform additional assigned tasks.

Minimum Qualifications

Must be a minimum of 18 years old and possess a High School Diploma or G.E.D. A minimum of one (1) year records management experience is required. Preferred candidate will have experience working for a government entity and/or law enforcement agency. An equivalent combination of education, training and experience may be considered.

Must possess a valid Florida Driver's License and have and maintain an acceptable driving record.

Must pass an extensive police background check to include a polygraph examination and investigation of any prior criminal incidents, driving history, and previous work history.

SPECIAL REQUIREMENTS Must obtain a Level II Criminal Justice Information System (CJIS) certification within first week of employment and must acquire Florida DHSMV DAVID certification and NCIC/FCIC certification within thirty (30) days of employment. Ability to obtain Notary license within six (6) months of employment.

Knowledge, Skills, and Abilities

General knowledge of standard office practices, procedures, equipment.

Complete knowledge of internal and external filing systems.

General knowledge of business English, spelling, grammar, and business mathematics.

Complete knowledge of department programs and policies.

Ability to remain calm and courteous when dealing with difficult situations.

General knowledge of MS Office (Word, Excel, PowerPoint, and Outlook).

Ability to plan, organize, multi-task, and prioritize daily assignments and work activities.

Skilled in applying attention to detail as necessary in preparing and reviewing records, reports, and correspondence.

Knowledge of Florida Incident Based Reporting System (FIBRS) and National Incident Based Reporting System (FIBRS) and Uniform Crime Reporting (UCR) business rules and reporting requirements.

Knowledge of National Crime Information Center (NCIC) policies and procedures.

Knowledge of applicable State and Federal laws, Attorney General Opinions, and General Records Destruction Schedules regarding public records.

Ability to acquire knowledge and become proficient in various law enforcement databases.

Ability to use addition, subtraction, multiplication and division and/or calculate ratios, rates and percentages.

Ability to operate standard personal computer and related office equipment.

Proficiency using MS Office Suite applications.

Ability to read instructions, regulations, procedures or work orders, write routine sentences and complete routine job forms and incident reports.

Ability to speak clearly using proper grammar.

Ability to establish and maintain effective working relationships with associates and the general public.

Ability to follow oral and written instructions.