Records Management Assistant - Police

Job Title

This position is responsible for coordinating the Police Department's public records management program.

Essential Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Adhere to policies and procedures established by the City Clerk's Office and Police Department for all public records.
• Provide assistance to staff for public records standards and guidelines.
• Organize and maintain Police Department public records.
• Develop and implement public records maintenance/storage alternatives in the form of computerized records imaging and/or micrographics, including indexing and related documentation.
• Retrieve public records as needed. Deposit public records in accordance with state guidelines.
• Respond to all public records requests in a timely manner, providing documents that have been redacted in accordance with the law. Work closely with the City Attorney's Office and City Clerk's Office to maintain and provide accurate public records responses to inquiries.
• Fosters positive employee relations and employee morale on a City-wide basis.

Minimum Qualifications

High school graduate, or GED certification. Three (3) years of experience in the development, creation, implementation and maintenance of a public records management program; Or an education equivalent to an Associate of Arts degree from an accredited college or university with major coursework in records management. Possession of a valid Florida driver's license. Certification as a Records Manager is highly desirable. Knowledge of principles of records management. Knowledge of the legal requirements of local, state and federal laws. Knowledge of a variety of office machines and equipment, including computer and related software. Knowledge of English, spelling, punctuation and mathematics. Ability to work independently and adhere to established policies and procedures. Ability to establish and maintain effective working relationships with employees and the general public. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

Supplemental Information

Physical demands/work environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk and stand. Ability to lift 50 pounds and use equipment associated with the storage of records in a warehouse environment(e.g. rolling ladder, lifts and other related or similar equipment). Specific vision abilities required by this job include close vision and the ability to adjust focus. Must possess manual dexterity, with ability to use computer keyboard for data entry at a prescribed rate of speed. Ability to sit at a desk and view a display screen for an extended period of time. Works inside in a climate-controlled environment. Also works in warehouse conditions with no natural light and potential for exposure to dust. SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.