Police Records Specialist

General Description

This position performs a wide variety of specialized and complex clerical, and technical work involving the processing and distributing of physical and digital law enforcement records. Work requires a high-level attention to detail and accuracy. Principle duties include utilizing complex and secure law enforcement computer applications and databases to distribute law enforcement records; data input; maintenance and control of sensitive and confidential records; answering telephone calls; providing customer service and cashier duties at front counter. Work is performed under the direct supervision of the Records Supervisor.

Essential Job Functions

• Enters data into the Police Records Management System (RMS).
• Copies and disseminates appropriate reports to selected outside agencies as mandated by law.
• Processes record requests and memoranda from the clerk of court, DCF, state attorney’s office, law enforcement agencies and governmental entities.
• Processes internal and city requests for police records.
• Identifies confidential, exempt and sensitive information in physical and digital responsive records.
• Utilizes various law enforcement software to identify, organize, and distribute public records in accordance with state statue.
• Greets visitors coming to the lobby, determines their needs and assists them accordingly.
• Receives, routes, and disperses telephone calls/messages.
• Performs internal and external background checks requested, via mail, email, fax, online portal, in person or telephone.
• Receives monies and issues receipts for the purchase of copies and other transactions.
• Keeps current with Florida’s public records laws as well as agency policies.
• Accepts deliveries, sorts, and routes incoming mail and prepares outgoing mail.
• Accepts and distributes subpoenas for department personnel.
• Prepares and processes outgoing subpoenas.
• Prepares and transfers criminal case files for investigation by other jurisdictions.
• Performs validation of name database and reconciliation of crash reports and citations in RMS.
• Processes alarm applications false alarm billing, bicycle registrations and house check requests.
• Processes Trespass Appeal forms and compiles case files for hearing.
• Compiles case packets and transmits them to State Attorney’s Office and maintains logs of same.
• Compiles Uniform Traffic Citations and other paperwork and transmits them to the Clerk of Court.
• Maintains traffic citations and DUI citations in secure storage and issues in numerical sequence.
• Performs non-criminal fingerprint services for internal and external customer
• Performs other required day to day operational procedures as directed.

Knowledge/Skills/Abilities

• Knowledge of agency policy, offense codes, court system, and legal procedures.
• Knowledge of state statutes pertaining to public records and confidentiality.
• Knowledge of organizational structure and functions of all agency units/departments/bureaus.
• 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 proper grammar, punctuation, and spelling.
• Skilled in the use of office equipment, including computers 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 research including Internet usage.
• Skilled in customer service with ability to communicate clearly and effectively, both in person and in writing.
• Ability to maintain effective working relationships with employees, other agencies and the public.
• Ability to use mature judgment in evaluating situations and making decisions in accordance with established policy.
• 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 handle sensitive, traumatic, or distressing content using various forms of media, e.g., audio, video, images, and written reports.

Education, Experience, Licenses and Certifications

Education and Experience:

• High school diploma or equivalent (GED) required.
• Two (2) years 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.
One (1) year of diversified office experience including the use of computers and Microsoft Office.

• 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.
• Notary Public or ability to become a notary

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".