Police Department Records Coordinator

JOB SUMMARY

The Police Department Records Coordinator performs routine to moderately complex clerical work in support of efficient and effective record maintenance operations of the department. 

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Reports and Records Management System (70%)

• Receives, classifies, processes, types, copies, files, prepares, and/or transmits daily all incoming records and reports, including but not limited to incident reports, field interview reports, accident reports, arrest reports, code enforcement reports and records, citations, tickets, subpoenas, missing reports, arrest fingerprint cards, juvenile arrest reports, pawn shop information, dispositions, task sheets, etc.
• Forwards copies of records or reports to various individuals and agencies as required
• Assists officers in obtaining required information for Court and other tasks
• Proofs, reports and records other office documents, reports and citations for computer entry and accuracy
• Accesses, inputs and retrieves information from a computer
• Conducts criminal history and local record checks; inputs and maintains the Computer Aided Dispatch reports
• Prepares records for retention
• Serves as the department point of contact for receiving, tracking, acknowledging, and completing public records requests
• Gathers, reviews, and redacts confidential or exempt information in compliance with the Florida Public Records Act (Chapter 119, Florida Statutes)
• Maintains thorough knowledge of Florida's Sunshine Laws and ensures all documents are released within the legal guidelines and timeframes defined by the state

General Administration (30%)

• Scans documents into computer
• Collects and records various fees and fines; prepares daily cash deposit for records unit monies
• Performs general clerical work as required, including but not limited to processing incoming and outgoing mail, ordering supplies, copying and filing documents, etc.
• Performs customer service duties; answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person; greets office visitors

OTHER DUTIES

• Represents the Department at meetings involving assigned activities
• All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan

Please note this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REQUIRED EDUCATION AND EXPERIENCE

• High School graduation or possession of an acceptable equivalency diploma
• A minimum of one (1) year of records experience in a Police Department
• A comparable amount of training, education, or experience can be substituted for the minimum qualifications

PREFERRED EDUCATION AND EXPERIENCE

• Associates Degree in Public Administration, Business Administration, or another related field

ADDITONAL ELIGIBILITY REQUIREMENTS

Valid Florida Driver's License

COMPETENCIES

• General knowledge of uniform crime reporting procedures; public information limitations, and Florida Uniform Traffic Citation procedures
• General knowledge and skilled use of basic office equipment: fax machine, copy machine, typewriter, scanner, printer, and computer
• General knowledge of record keeping and record management systems
• General knowledge of department principles, practices policies and procedures
• General knowledge of customer service techniques
• General knowledge of Microsoft Office applications
• Ability to follow written instructions and analyze and convey information in a knowledgeable manner
• Ability to access, input, and retrieve information from a computer, and operate other office equipment
• Ability to keep complete records; assemble and organize data; prepare complete and accurate accounting reports; and to prepare reports from such records
• Ability to organize, prioritize, and complete job demands
• Ability to express ideas clearly and concisely, in writing and orally
• Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public
• Ability to uphold City ordinances and policies in an empathetic, understanding and tactful manner
• Ability to meet critical deadlines effectively

WORK ENVIRONMENT

• Primarily, works indoors in an office environment
• Typically, performs work in standard office lighting with significant exposure to a computer monitor
• Moderate noise level in the work environment

PHYSICAL DEMANDS

• Must be able to lift, carry, push, pull, move or manipulate up to 30 pounds with proper mechanics or equipment
• Sufficient manual dexterity to allow the use of a keyboard and writing
• Sufficient visual acuity to read and comprehend departmental reports and documents
• Acceptable hearing (with or without hearing aid)
• Tasks involve using general office supplies and equipment

Applications must be submitted by 06/11/2026 for consideration.

The City of Orange City is a Drug-Free Workplace.

Individuals selected for employment must first pass a background and driving history check before commencing work with the City of Orange City.