/ Police Records Clerk

To apply for the Police Records Clerk position, click HERE.

DEPARTMENT: POLICE DEPARTMENT

SALARY: $28,052.00 – $44,883.00 per year

GENERAL DESCRIPTION:

Performs administrative and technical tasks to include processing and filing documents, data entry, responding to requests for documentation and public records, providing customer service, and ensuring integrity and confidentiality of department and City records. Performs related work as required.

RESPONSIBILITIES 

  • Maintains high standards of accuracy in exercising duties and responsibilities.
  • Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.
  • Maintains high quality of communication and interaction with internal and external entities with whom the position interacts.
  • Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
  • Assumes responsibility for completing assigned work and completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures.
  • Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
  • Exercises analytical judgment in areas of responsibility.
  • Identifies issues or situations as they occur and specifies decision objectives.
  • Identifies or assists in identifying alternative solutions to issues or situations.
  • Implements decisions in accordance with prescribed and effective policies and procedures and with minimum of errors.
  • Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

ESSENTIAL JOB FUNCTIONS

  • Greets office visitors and performs customer service functions in person, by telephone, by email, and by mail; answers telephone calls.
  • Provides accurate information and assistance regarding Police department, procedures, documentation, fees, other issues, etc.
  • Responds to routine questions or complaints and initiates problem resolution if any customer is unsatisfied.
  • Responsible for conducting transaction payment of tickets, fines, police reports, or other fees and services.
  • Calculates fees for reports and documents.
  • Records transactions and issues receipts.
  • Balances cash box with receipts.
  • Forwards revenue as appropriate.
  • Maintains receipts related records in Records Management System.
  • Receives, reviews, completes, processes, forwards or retains various items, such as: forms, reports, correspondence, tickets and citations, transmittal forms, payments, police reports, witness statements, evidence/property receipts, subpoenas, requests for records, and other documents.
  • Ensures compliance with all applicable policies, procedures, general orders, rules, regulations, and standards.
  • Ensures maintenance, availability, confidentiality, and release of records to authorized individuals per established guidelines.
  • Initiates any actions necessary to correct deviations.
  • Responds to requests for reports and records from police officers, insurance companies, the State Attorney’s office, citizens, and other various individuals and agencies.
  • Locates and provides requested records.
  • Assists in locating and obtaining reports, records, and information for police officers and other personnel.
  • Conducts research of police records, cases and case numbers, or old records as needed.
  • Ensures a timely response to requests of records and/or information to authorized agencies.
  • Provides criminal history checks for the public via the Records Management System.
  • Controls release of records, including redacted reports, evidence, video and audio files, and provision of information to authorized individuals, in compliance with the established law guidelines.
  • Maintains file system of various files and records
  • Establishes, prepares and organizes documents to be filed in designated order.
  • Retrieves and replaces files.
  • Maintains quality control of old reports and confidential or obsolete documents for destruction.
  • Maintains accurate files and records of Police Department reports and documentation using appropriate Records Management System.
  • Processes a variety of documentation associated with department operations, within designated time frames and per established procedures.
  • Enters data from police documentation into computer systems, including data pertaining to traffic accidents, tickets and citations, incident reports, accident reports, warnings, and other data.
  • Makes copies of reports and records for distribution to other departments or outside agencies as appropriate.
  • Indexes and files reports and documentation.
  • Distributes and files correspondence from the State Attorney, dispositions on cases and the crime lab report form: FDLE.
  • Acts as a court liaison for all communication, accepts and processes subpoenas from process servers for court appearance of police officers in court or production of records for court and ensures the distribution of subpoenas to officer(s) in a timely manner.
  • Performs a variety of clerical duties including, but not limited to processing incoming and outgoing mail, Copying, filing, entering computer data, faxing and collating.
  • Operates a variety of equipment including computer, printer, scanner, typewriter, copier, fax machine, calculator, and postage machine.
  • Promotes a favorable image of the City by acting in a responsive and professional manner with members of the media, citizens, and outside agencies.

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

MINIMUM EDUCATION AND TRAINING:

  • High school diploma or GED, in addition to two (2) years of general clerical/office experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
  • Must have the ability to become a Notary in Florida within three (3) months of employment.
  • Ability to obtain FCIC/NCIC and DAVID certifications within six (6) months of hire.
  • Valid Florida Driver’s License or ability to obtain one within 30 days.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

  • Knowledge of records management principles, practices and methods.
  • Able to analyze clerical problems and prepare accurate, comprehensive, clear and concise reports and recommendations.
  • Knowledge of Police department policies and procedures.
  • Knowledge of the laws, ordinances, standards and regulations governing Police records management.
  • Skill in applying Police records management laws, rules and regulations.
  • Knowledge of modern office practices and technology.
  • Knowledge of proper English usage, vocabulary, spelling, and basic mathematics.
  • Able to perform duties in a courteous manner and communicate effectively with a variety of public and private groups as prescribed.
  • Able to aid in administrative support to various departments, supervisors, co-workers, and the general public as needed.
  • Knowledge of the computer and other technical terminology used within the Police department.
  • Knowledge of how to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
  • Skill in applying a responsible attention to detail as necessary in the performance of daily activities, preparing reports and correspondence.
  • Skill in compiling and maintaining complex and extensive records.
  • Able to maintain an effective record-keeping system.
  • Takes initiative to complete the duties of the position without the need of direct supervision.
  • Able to use independent judgment in performing routine tasks.
  • Able to plan, organize and prioritize daily assignments and work activities; balance multiple tasks and tight deadlines.
  • Able to work effectively despite interruptions.
  • Able to learn and utilize new skills and information to improve job performance and efficiency.
  • Skill in working under stressful conditions, as required.
  • Able to react calmly and quickly in emergency situations.

WORKING CONDITIONS:

Work is primarily performed in an office environment.

PHYSICAL REQUIREMENTS:

  • Work involves sitting, the lifting and moving of records storage boxes, walking or standing for brief period.
  • Must be able to lift/carry weight of twenty to twenty-five pounds.
  • Able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently, or constantly, to lift, carry, push, pull or otherwise move objects.

EQUIPMENT AND TOOLS UTILIZED:

Equipment utilized includes, but not limited to: computer, copier, fax machine, standard office equipment, shredder, fingerprint machine and other related equipment.

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)

To apply for the Police Records Clerk position click HERE.

All applicants will be notified upon the City’s receipt of their application information.

For any questions regarding the application or hiring process, please contact:

Veronica Gura, Senior Administrative Assistant,
Office of the City Clerks
(o) 850-934-5115
(f) 850-934-5114
[email protected]

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