VALIDATION RECORDS ASSISTANT

Job Title

This is a non-exempt position which requires responsible specialized clerical support duties specific to the unit, requiring public contact and responsibility for complete and accurate documentation of entries and cancelations of data received from official departmental records for the Police Department.

This position serves at the pleasure of the City and may be terminated at any time with or without cause.

Examples of Duties

Reviews all database entries into the FCIC/NCIC systems for accuracy and completeness in order to ensure that all entries meet established criteria. Corrects errors and/or cancels entries that cannot be properly validated. Verifies that all documentation is accurate and current for all active entries in the FCIC/NCIC systems. Retrieves, updates, and properly refiles original case reports. Updates all case file with supplement reports of status of missing persons and stolen and lost property. Completes monthly FDLE validation reports of all entries from the preceding month. Performs follow-up on entries not received or received incomplete or inaccurate. Validates Florida Department of Law Enforcement monthly reports to be in compliance with all applicable departmental and FCIC/NCIC rules and regulations. Maintains relatively complex records and prepares periodic reports from records according to established format. Completes Records Audit with FDLE every three years. Composes various routine correspondence and performs moderately difficult telephone assignments in contacting the public. Sorts, updates, and maintains a variety of records including offense reports, citations, accident reports, and various other departmental reports and documents. Performs a wide variety of receptionist duties for the Records Division. Ensures citations are delivered to court in a timely manner and are properly logged in the recordkeeping system. Collects and forwards fines and fees as needed. Processes fingerprint cards for the public. Performs related work as required and as directed.

Typical Qualifications

Knowledge, Skills, and Abilities: Knowledge of Florida Public Records law (FS119). Knowledge of modern office practices and procedures. Knowledge of the functions and properties of proper recordkeeping and record maintenance. Knowledge of law enforcement and criminal justice practices and procedures. Knowledge of FCIC/NCIC policies and procedures. Knowledge of modern computer equipment and usage in law enforcement activities. Knowledge of proper telephone etiquette and procedures. Skill in written and verbal communication. Skill in typing with minimal errors; using various local, state and national computer equipment and software programs. Ability to work with confidential data and maintain such confidence, prioritize assignments, and work independently. Ability to understand and follow instructions and complete work assignments correctly and effectively. Ability to maintain accurate records and prepare reports. Ability to adhere to tight schedules while maintaining work quality. Ability to meet and deal courteously with the general public. Ability to establish and maintain effective working relations with other municipal employees, city officials, and the general public. Education and Experience: High school diploma or equivalent; supplemented some experience in general office work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. FCIC/NCIC certification desired, or be able to obtain certification within six months of employment. Licenses and Certifications: Valid State of Florida driver's license.

Work Environment

Work is performed in a law enforcement office environment.