Police Records Specialist

Police Records Manager

This is a highly responsible position that performs professional work for the Police Records Manager. Incumbent must deal effectively and tactfully with the public and all levels of City Employees. Position requires application of independent judgement and familiarity with law enforcement operations and its policies and procedures on releasing information and redacting protected information. Employee must receive training on Federal, State, and local laws in the performance of their duties. Work involves complex and varied administrative and technical work to include problem-solving abilities in the Records Section of the Police Department. Incumbent must follow guidelines in accordance with and in compliance with Florida statutes to design and disseminate to the public materials to include crime scene evidence, body cam video, police prosecution records, public information, and produce cost estimates and conduct billing for police services.

Essential Job Functions (Illustrative Only)

• Assists the Police Records Manager in the overall operation of the office. Exhibits a high value of customer service.
• Performs all duties of the Police Records Manager in their absence.
• Provides audit analysis, error reporting, computer entry and extraction of all records, criminal case files reviews, body cam and electronic media editing, and police department documents redaction.
• Disseminates to the public, court systems, state and federal agencies in compliance with the privacy and security provisions of Florida state laws.
• Analyzes data and develops reports for activities managed or monitored by the section
• Responsible for archiving and legal destruction of obsolete documents in accordance with Florida state public records scheduling and dispositioning rules.
• Seals and expunges all police records per Florida Statute 943.058.
• Responsible for daily software and hardware operations of the in-house computer. Operates computer to research and extract police records information and statistical reports.
• Performs coding, entry, and extraction of report data for submission to Florida department of Law Enforcement. (Florida Incident Base Reporting System)
• Receives cash payment for providing copies of police reports to citizens, lawyers, insurance offices, etc. Prepares bank deposits and close-out reports.
• Performs regular validations of information and records contained in the Florida/National Crime Information Centers in accordance with US Department of Justice requirements.
• Has responsibility for auditing the accuracy and entering traffic citations into the in-house computer.
• Perform records checks, Lobby Entrance visitor screening, telephone operation, filing, notarization of documents, mail processing, public relations and cash register transactions.

Knowledge, Abilities, and Skills:

• Knowledge of business English, spelling, and arithmetic.
• Knowledge of office equipment, practices, and procedures.
• Ability to maintain and prepare complex clerical records and reports.
• Ability to operate computer, copier, fax machine and scanner.
• Ability to make minor decisions in accordance with laws, ordinances, regulations, and established policies.
• Ability to deal with the public.
• Be able to operate video editing software for body cam footage.

Education & Experience

High school graduate or equivalent diploma is required plus two (2) years of clerical or administrative experience including computer skills. Associate degree in business or general education is preferred. A combination of education and experience may be considered.

Special Requirements

Must possess a valid Florida Operator's driver's license with acceptable driving record. During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee's department Head will make the determination as to who will be required to work. This position is safety sensitive and is subject to testing for alcohol and controlled substances in accordance with the City's current Drugs and Alcohol policy.

Physical Requirements:

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.

Requires exerting up to 25 pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Additional physical abilities required:

• Visual Acuity: Have visual acuity to operate motor vehicles, including close vision, distant vision, color vision, depth perception, and the ability to adjust focus.
• Speaking: Expressing or exchanging ideas by means of the spoken English word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Ability to communicate verbally both in person and over the phone.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Sitting: Requires some sedentary work.
• Standing: Particularly for sustained periods of time on a daily basis.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Climbing stairs.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Walking: Moving about on foot to accomplish tasks. Ability to traverse uneven terrain and maintain balance on inclines.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Ability to operate a variety of office equipment including computers, calculators, copiers, etc.

The City of Titusville is an Equal Opportunity Employer. In compliance with the American's with Disabilities Act, the City of Titusville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Titusville prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.