Records Management Specialist

Job Title

This is a non-sworn classification responsible for the police records unit. Responsibilities of the position are centered on extensive contact with departmental patrol and investigative personnel and the public, in person and over the telephone. Successful performance of the work includes ensuring that police records are prepared, filed, maintained, distributed and purged according to policies, procedures and regulations of the department and a variety of state and federal criminal justice agencies. This class is distinguished from other office support and office administrative classes by the necessity for knowledge of law enforcement practices, procedures and terminology in addition to the Public Records Act and those portions of the Government Code pertaining to public records. Under the general supervision of the Police Chief, plans, coordinates, and supervises and reviews the operations of the Police Department's Records Division, including performs the preparation, processing, indexing, storage, retention, dissemination and disposition of police records; performs related work as assigned.

Supervision Received and Exercised

This position is classified as a non-exempt, full-time position with a 40 hour work-week.

Essential Duties and Responsibilities

Essential Functions:

• Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
• Answer phones and questions for callers and other agencies.
• Print reports upon request (walk-ins & mail request). Prior to releasing reports verifying that all the information is releasable to the public, if not so, redact reports protect the identity of juveniles as per Chapter 39, F.S. Also redact reports to maintain confidentiality of law enforcement officers (active or former), family members of such, victims of sexual crimes, etc. as per Florida State Statue Chapter 119. Following closely the guidelines of Florida Public Records Act.
• Daily Cash Log. Complete log on Fridays (for deposit). File and maintain a daily log and receipts. Complete deposit as needed and submit to Finance Dept.
• Expunge / Seal Reports. RMS system copies. Officer copies. Dispose all supporting documents pertaining to case. Identifies and seals juvenile records in accordance with Court orders.
• Scan and attached supporting documents to cases (example: Misc. documents & Photos). Plans, oversees, and coordinates the collection, maintenance, retrieval, and distribution of official law enforcement documents and information in accordance with federal and state laws and department policies; maintaining an adequate follow-up system to ensure completion of each.
• Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates and maintaining procedures for security of and access to police records.
• Operating specialized public safety computer systems and applications, the National Crime Information Center (NCIC), the Florida Crime Information Center (FCIC) computer systems, CAD/RMS local system. (certified).
• File copies of misc. documents / photos. Maintain files.
• Maintain all Crashes / Incidents (2008 2011). Tow Sheets (2008 2011). Miscellaneous and supporting documents to such cases.
• Keep log Crash Reports. Send originals to Tallahassee. Keep log of reports ( 2008 2013 )
• Receive fax request and in a timely manner respond with case report and supporting documents. SAO, DCF, Other Agencies & Public Defenders Office.
• Oversees and participates in the work of assigned employees in the operation of the Police Records Division.
• Plans, oversees, and coordinates the collection, maintenance, retrieval, and distribution of official law enforcement documents and information in accordance with federal and state laws and department policies; maintaining an adequate follow-up system to ensure completion of each.
• Coordinates the dissemination of information to department staff, attorneys, courts and the public in compliance with laws, regulations, guidelines and procedures.
• Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates and maintaining procedures for security of and access to police records.
• Directs maintenance of departmental record-keeping system in accordance with legal requirements, City, and departmental policies and accepted standards.
• Handling difficult and sensitive situations using sound, independent judgment within general policy and legal guidelines.
• Maintains effective work procedures in the records section; analyze, design and implement changes and decisions as necessary, coordinating with other sections within and outside the Police Department; insures departmental compliance with relevant laws, regulations and policies.
• Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of police records.
• Conducts research, compiles data and information and prepares reports on records and service related issues as assigned by the Police Chief; assists the Crime Analyst Unit (CAU) with coordination of services on departmental projects. Preparing clear, concise and informative reports, correspondence and other written materials. Maintaining, compiling and researching complex and extensive records.
• Coordinates computerized records and dispatch computer systems with other criminal justice agencies at the local, state and federal level. Records requested by other agencies, facilities and public.
• Performs other related duties as assigned.

Additional Duties:

• Performs other related work as required.

Minimum Qualifications

MINIMUM EDUCATION AND TRAINING

• Associates Degree from an accredited college or university.
• Three (3) years of experience in a law enforcement agency, which has provided the knowledge and ability necessary to plan, organize, lead, and control the operations of a police records section.
• Public Records Management Certification is preferred, however certification must be obtained within six (6) months of hire.
• Must possess a valid Florida Driver's License with an acceptable driving record.

• Problem solving and planning skills necessary to drive program success.
• Ability to accept, receive and/or collect payments.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to use computers for word processing and/or accounting purposes.
• Ability to use computer applications such as CAD or Adobe Acrobat is preferred.
• Strong team leadership skills with the ability to work with and motivate others.
• Excellent interpersonal and communication skills.
• Microsoft office programs proficiency.
• Must be fluent in the English language. Ability to communicate in Spanish is a plus.
• The minimum requirements may be waived by the City Manager.

• Ability to finger, grasp, handle, perceive information through sound, make rational decisions, make repetitive motions with the hands, express ideas through speech and perform activities such as viewing a computer terminal.
• Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.