Digital Records Specialist

General Description

Under general supervision performs a variety of duties to retrieve, maintain, distribute, redact and track public records. Performs complex and high-level redaction of requested police records which includes body-worn camera (BWC), dashcam, in-car camera videos, photos and audio files in accordance with public records laws. Assists with managing digital multimedia evidence collected by the Police Department to include receiving, cataloging, and redacting footage in accordance with policies, procedures and public records laws. The position reports directly to the Records Manager.

Essential Job Functions

• Receives, tracks, and processes written, electronic, and verbal requests for records primarily involving video footage or other digital media as requested by internal and external customers.
• Identifies confidential, exempt, and sensitive information in physical and digital responsive records including 911 calls, audio files, dashcam, in-car camera and body worn camera video and performs redactions in accordance with State Statute.
• Ensures that all BWC and other video footage is properly catalogued for cross reference with case files.
• Assists with identifying and developing record management procedures and strategies for digital records to ensure compliance with state retention guidelines and any other applicable laws and regulations.
• Keeps current on trends and innovations in digital records management and video redaction; recommends changes to policies and procedures, software applications, and related tools.
• Performs duties of a Police Records Technician as needed and assigned to ensure continuity of operations during absences.

Knowledge/Skills/Abilities

• Knowledge of proper grammar, punctuation and spelling.
• 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 agency policy, offense codes, court system, and legal procedures.
• Knowledge of state statutes pertaining to public records, records management and confidentiality.
• Knowledge of organizational structure and functions of all agency units/departments/bureaus.
• In-depth knowledge of public disclosure laws and privacy laws pertaining to body worn cameras.
• Ability to maintain effective working relationships with employees, other agencies and the public
• Ability to demonstrate a polite, helpful, courteous, and professional image when helping citizens and other employees and the ability to handle frequent interruptions.
• 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 use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to adapt to changes in technology, policies and legal requirements affecting digital records management.
• Ability to handle sensitive, traumatic, or distressing content using various forms of media, e.g., audio, video, images, and written reports.
• Skilled in the use of office equipment, including computes 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 the use of body-worn camera software for video/audio redaction.
• Skilled in research including Internet usage.

Education, Experience, Licenses and Certifications

Education and Experience:

• High school diploma or equivalent (GED) required.
• Three (3) years of diversified office experience including the use of computers and Microsoft Office.
• Two (2) years of 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.

• 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.

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.

Veterans Preference Statement

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

All benefits are effective the 1st of the month following 30 days.

Aetna – Health Insurance

The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan. Premiums and co-pays are dependent upon your plan choice.

Cigna Dental– Dental Insurance

The City's dental plan is a PPO plan providing eligible employees with in network or out of network options. You are entitled to two (2) preventive care treatments per calendar year (6 months apart). There is a $1,500 lifetime maximum for Orthodontia (children up to age 19). Premiums will depend on which tier you choose.

EyeMed Vision Care – Vision Insurance

The City's vision plan allows eligible employees to stay in network or go out of network. Your co-pays will vary depending on the network you use. You are entitled to an exam, frames and lenses once every 12 months.

Cigna Life - Life, Voluntary Life, Dependent Life Insurance

The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge. You can purchase additional voluntary life insurance for yourself and your dependents.

Cigna – Short Term Disability

The City provides short term disability coverage to all eligible employees at no cost to the employee. This coverage is used in the event of an accident or illness outside of work. The plan pays 66.67% of your weekly salary up to a maximum of $1,000. Benefits begin on the 31st day of your disability. The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.

E-Flex – Flexible Spending Account

A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll. The maximum annual election is $2,500.00. Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement. This is a voluntary benefit.

Trustmark– Supplemental Polices

Trustmark Insurance Company offers voluntary supplemental Critical Illness/Cancer, Accident and Universal Life policies which are paid for by the employee.

LifeLock Benefit Solutions

Protect your personal information and defend against attacks with 24/7, proactive identity theft protection from LifeLock. This is an employee paid voluntary program.

ICMA-RC - Deferred Compensation Plans

The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program.

Florida Retirement System – FRS

Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.

Cigna – Employee Assistance Program

The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.

VPI - Veterinary Pet Insurance

The City offers Pet Insurance as a voluntary benefit. This benefit is not payroll deducted.

Florida Prepaid College Board

Employees are eligible to enroll in college savings programs as well as 529 plans.

Educational Assistance Program

Employees are eligible for job-related or degree required educational assistance reimbursement up to $2,500 per fiscal year (subject to the availability of funds).

Paid Holidays

The City observes 13 paid holidays per year.

Sick Leave and Annual Leave

Full time employees accrue eight (8) hours per month starting on the first day of employment. Accruals and usage will appear on your pay stub each payroll. Full time employees accrue annual leave (vacation) bi-weekly, based on years of service.

Sick Leave Incentive

Employees receive an incentive of up to four (4) days per calendar year for every 250 hours remaining in their sick leave bank. Sick leave incentive days cannot be carried over to the next year.

Personal Leave

Employees are eligible for a maximum of two (2) personal leave days per calendar year when they have accrued 96 or sick more hours. This leave is approved by the department director through the department leave approval process.

Bereavement Leave

Employees are entitled to five (5) days of bereavement leave in the event of the death of an immediate family member. Employees should check the personnel policy or union contracts, whichever is applicable, for the definition of an "immediate family member".