Police Records Specialist I

Job Title

This position performs a wide variety of specialized and complex clerical, and technical work involving the processing and distributing of physical and digital law enforcement records. Work requires a high-level attention to detail and accuracy. Principle duties include utilizing complex and secure law enforcement computer applications and databases to distribute law enforcement records; data input; maintenance and control of sensitive and confidential records; answering telephone calls; providing customer service and cashier duties at front counter. Work is performed under the direct supervision of the Records Supervisor.

Essential Job Functions

• Enters data into the Police Records Management System (RMS).
• Copies and disseminates appropriate reports to selected outside agencies as mandated by law.
• Processes record requests and memoranda from the clerk of court, DCF, state attorney's office, law enforcement agencies and governmental entities.
• Processes internal and city requests for police records.
• Identifies confidential, exempt and sensitive information in physical and digital responsive records.
• Utilizes various law enforcement software to identify, organize, and distribute public records in accordance with state statue.
• Greets visitors coming to the lobby, determines their needs and assists them accordingly.
• Receives, routes, and disperses telephone calls/messages.
• Performs internal and external background checks requested, via mail, email, fax, online portal, in person or telephone.
• Receives monies and issues receipts for the purchase of copies and other transactions.
• Keeps current with Florida's public records laws as well as agency policies.
• Accepts deliveries, sorts, and routes incoming mail and prepares outgoing mail.
• Accepts and distributes subpoenas for department personnel.
• Prepares and processes outgoing subpoenas.
• Prepares and transfers criminal case files for investigation by other jurisdictions.
• Performs validation of name database and reconciliation of crash reports and citations in RMS.
• Processes alarm applications false alarm billing, bicycle registrations and house check requests.
• Processes Trespass Appeal forms and compiles case files for hearing.
• Compiles case packets and transmits them to State Attorney's Office and maintains logs of same.
• Compiles Uniform Traffic Citations and other paperwork and transmits them to the Clerk of Court.
• Maintains traffic citations and DUI citations in secure storage and issues in numerical sequence.
• Performs non-criminal fingerprint services for internal and external customer
• Performs other required day to day operational procedures as directed.

Knowledge/Skills/Abilities

• Knowledge of agency policy, offense codes, court system, and legal procedures.
• Knowledge of state statutes pertaining to public records and confidentiality.
• Knowledge of organizational structure and functions of all agency units/departments/bureaus.
• Knowledge of principles and procedures of RMS and public records request systems.
• Knowledge of Florida laws rules and regulations for retention and destruction of records.
• Knowledge of proper grammar, punctuation, and spelling.
• Skilled in the use of office equipment, including computers and various law enforcement software applications
• Skilled in reviewing documents for accuracy, completeness and compliance; filing and retrieving data; composing letters and memoranda; explaining policies and procedures.
• Skilled in research including Internet usage.
• Skilled in customer service with ability to communicate clearly and effectively, both in person and in writing.
• Ability to maintain effective working relationships with employees, other agencies and the public.
• Ability to use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to efficiently organize, prioritize, schedule, and manage daily work activities
• Ability to exercise considerable discretion and maintain confidentiality of information processed.
• Ability to demonstrate excellent analytical and critical thinking skills, with a strong attention to detail in locating, maintaining, reading, correcting, and redacting written, audio, and video media.
• Ability to handle sensitive, traumatic, or distressing content using various forms of media, e.g., audio, video, images, and written reports.

Education, Experience, Licenses and Certifications

Education and Experience:

• High school diploma or equivalent (GED) required.
• Two (2) years experience in customer service and public contact work.
• One (1) year of experience working in law enforcement, public records, confidential documents or legal environment required.
• One (1) year of diversified office experience including the use of computers and Microsoft Office.

Licenses and Certifications:

• Possession of or ability to obtain a valid Florida driver's license by date of hire.
• Will be required to submit to a State and National Criminal Background Investigation.
• Notary Public or ability to become a notary

Emergency Response Responsibility Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Vets Preference Statement The City of Nort Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.