What are the responsibilities and job description for the Records Technician- Police position at City of Cocoa?
Under the general supervision of the Senior Police Records Clerk, manages sizable, complex or non-routine public records requests from within and outside the agency. Documents and tracks all dates relevant to public records requests; corresponds with parties requesting public records; and prepares written cost estimates in connection with public records requests. Collaborates with agency personnel to ascertain the volume and nature of responsive records; identifies confidential, exempt and sensitive information in responsive records; and performs and coordinates redaction of confidential, exempt, and sensitive information. Manages retention and distribution of digital evidence items in addition to completing the review and redaction for public record requests of all audio/video files. Utilizes agency software to identify, organize and redact public records; provides guidance to the Public Information Officer and Records Unit; and reviews General Orders, policies, procedures and manuals to ensure compliance with public records law. Remains current on laws, rules and policy potentially impacting public records; maintains and updates list of exemptions to public records per Florida law.
• Provides information, assistance, and services to the general public, employees, and others in person, by telephone or by other forms of communication.
• In accordance with Public Records Law and City Policy, searches computer files to locate requested documents; prepares photocopies for requesting parties; prepares invoices and accepts certain payments for requests; maintains records of payments received. Reports monthly intake to department head.
• Maintains accurate records of office files, libraries, and inventory files.
• Disposes of police reports and documents after receiving state-issued destruction orders, based upon mandatory state retention schedules.
• Serves as the Department RMLO (Records Management Liaison Officer) with the State of Florida.
• Prepares and maintains written correspondence as required.
• Performs routine clerical, typing, scanning and filing duties.
• Operates a variety of office equipment such as computer, scanner, telephone, eFax, and copier.
• Successfully completes all assignments to duties as specifications, within specified timeframe and budget as directed and in accordance with agency policies and regulations.
• Performs other related duties as required to support the efficient functioning of the Records unit.
• Essential Employees may be required to work during a declared or undeclared emergency.
• Performs other related job duties as assigned.• Knowledge of records management systems or an equivalent combination of education, training, and experience.
• Skill in correct English usage, spelling, grammar, and punctuation.
• Skill in proof-reading documents and making appropriate corrections.
• Skill in modern office practices and procedures and proper telephone techniques and procedures.
• Skill in the use of a variety of computer programs, including Microsoft Office, and various software applications.
• Skill in research including Internet usage.
• Ability to learn, and follow all applicable policies, including but not limited to Agency General Orders, City of Cocoa Policies, FCIC/NCIC, Florida Chapter 119 (Public Records Law), GS 1 and GS 2, FDLE, FIBRS (Florida Incident-Based Reporting System) and CFA (Commission for Florida Law Enforcement Accreditation)
• Ability to review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.
• Ability to research amendments, make changes, and keep updates to public records laws.
• Ability to maintain responsibility for the preparation, updating, and release of information from police records.
• Ability to articulate clearly both orally and in writing in a professional manner.
• Ability to interpret and apply laws and regulations governing the maintenance of police records.
• Ability to respond quickly and efficiently to public records requests and internal requests.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to maintain effective working relationships with employees, other agencies and the public.
• Ability to exercise tact and courtesy in frequent contact with citizens, employees, elected officials and representatives of outside agencies and organizations.• High school diploma or equivalent (GED) required.
• Work experience in administrative work, public records, records management, records compliance or legal environment preferred.
• Experience with audio/video software preferred.
• Knowledge of public records law.
• Must have exceptional attention to detail with strong focus on accuracy.The work is generally sedentary and may require exerting up to 20 pounds of force occasionally and up to 10 pounds frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Grasping: Applying pressure with the whole hand.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Mental Acuity: Ability to make rational decisions.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading; including color, depth perception, and field vision to make general observations of facilities or structures.
• Walking: Ability to move on foot to accomplish tasks and to move from one work site to another.
• Provides information, assistance, and services to the general public, employees, and others in person, by telephone or by other forms of communication.
• In accordance with Public Records Law and City Policy, searches computer files to locate requested documents; prepares photocopies for requesting parties; prepares invoices and accepts certain payments for requests; maintains records of payments received. Reports monthly intake to department head.
• Maintains accurate records of office files, libraries, and inventory files.
• Disposes of police reports and documents after receiving state-issued destruction orders, based upon mandatory state retention schedules.
• Serves as the Department RMLO (Records Management Liaison Officer) with the State of Florida.
• Prepares and maintains written correspondence as required.
• Performs routine clerical, typing, scanning and filing duties.
• Operates a variety of office equipment such as computer, scanner, telephone, eFax, and copier.
• Successfully completes all assignments to duties as specifications, within specified timeframe and budget as directed and in accordance with agency policies and regulations.
• Performs other related duties as required to support the efficient functioning of the Records unit.
• Essential Employees may be required to work during a declared or undeclared emergency.
• Performs other related job duties as assigned.• Knowledge of records management systems or an equivalent combination of education, training, and experience.
• Skill in correct English usage, spelling, grammar, and punctuation.
• Skill in proof-reading documents and making appropriate corrections.
• Skill in modern office practices and procedures and proper telephone techniques and procedures.
• Skill in the use of a variety of computer programs, including Microsoft Office, and various software applications.
• Skill in research including Internet usage.
• Ability to learn, and follow all applicable policies, including but not limited to Agency General Orders, City of Cocoa Policies, FCIC/NCIC, Florida Chapter 119 (Public Records Law), GS 1 and GS 2, FDLE, FIBRS (Florida Incident-Based Reporting System) and CFA (Commission for Florida Law Enforcement Accreditation)
• Ability to review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.
• Ability to research amendments, make changes, and keep updates to public records laws.
• Ability to maintain responsibility for the preparation, updating, and release of information from police records.
• Ability to articulate clearly both orally and in writing in a professional manner.
• Ability to interpret and apply laws and regulations governing the maintenance of police records.
• Ability to respond quickly and efficiently to public records requests and internal requests.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to maintain effective working relationships with employees, other agencies and the public.
• Ability to exercise tact and courtesy in frequent contact with citizens, employees, elected officials and representatives of outside agencies and organizations.• High school diploma or equivalent (GED) required.
• Work experience in administrative work, public records, records management, records compliance or legal environment preferred.
• Experience with audio/video software preferred.
• Knowledge of public records law.
• Must have exceptional attention to detail with strong focus on accuracy.The work is generally sedentary and may require exerting up to 20 pounds of force occasionally and up to 10 pounds frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Grasping: Applying pressure with the whole hand.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Mental Acuity: Ability to make rational decisions.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading; including color, depth perception, and field vision to make general observations of facilities or structures.
• Walking: Ability to move on foot to accomplish tasks and to move from one work site to another.
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