Records Specialist I - Police Department

Under general supervision, performs a variety of clerical duties for the City Police Department.  Work involves using computerized data entry equipment to process a variety of data and reports, answers telephones and greets visitors; Provides friendly and helpful customer service;  Responsible for entering information from police reports into computerized files; Compiles statistics for reports. Responsible for understanding, using, and procuring knowledge of Chapter 119 Public Records Law;  Provides information or routes communications to the appropriate department;   May travel to deliver documents to various offices. Duties may vary according to allocation or rotation of workload and/or specific needs of the office. Reports to the Administrative Supervisor.

Secondary Application

Voice Stress Questionnaire

Notarize Forms

• Prepares paperwork for distribution to State Attorney’s Office, DHSMV, Clerk of Court, and other applicable agencies. 
• Receives and processes incoming mail and packages.
• Compiles and prepares various compliance and performance reports.
• Greets people who come into the lobby.  
• Prepares new and modifies existing files via entry into agency’s RMS and other databases as necessary.  
• Receives and processes public record requests and redacts as required in a timely manner. 
• Assists Record Specialist II with UCR (Uniform Crime Report) Reporting and NIBRS (National Incident-Based Reporting System) as well as records retention when available. 
• Performs quality control on incoming reports and makes necessary notifications to officers/superiors on deficiencies according to agency policy.  
• Attends and participates in meetings as required.  
• Assists with in-house forms processing and distribution. 
• 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; Will maintain records of payments received. Reports monthly intake to department head. 
• Operates a variety of office equipment such as a computer, scanner, telephone, fax, and copier; Ability to understand and use a variety of software such as Word, Excel, Publisher, PowerPoint, Outlook or   other system software.  
• Receives inquiries and provides information or refers caller to proper official. 
• Assists in disaster preparation and recovery.  In the event of a declared state of emergency, employee may be called to work during days or hours other than those for which they are regularly scheduled.
• Assists the Code Enforcement Specialist when necessary and/or during his or her absence with Code Enforcement matters to include but not limited to, taking telephone calls relative to Code Enforcement inquires and complaints, preparing violation letters, garage sale and alarm permits, and familiarizing themselves with magistrate and lien appearance requests. 
• Performs other related duties as required to support the efficient functioning of the Records and Code Enforcement unit.

ADDITIONAL FUNCTIONS

•   Performs other related job duties as assigned.

Emergency Declaration Status:

Essential employees may be required to work during an undeclared emergency and/or declared emergency.  On an incident-by-incident basis, the employee’s department head will make the determination as to who will be required to work. 

Education and Experience:

• High School or GED equivalent
• Minimum 2 years of experience in administrative work and 1 year experience in customer service.  
• Must have a strong working knowledge and be proficient in Microsoft Office Suite with an emphasis on Excel spreadsheet experience.  
• Knowledge of public records law and familiarity with laser Fiche preferred.  
• Must have exceptional attention to detail with a strong focus on accuracy.  
• Ability to pass the NCIC Full Access Training and Testing within 2 weeks of employment.
• Must possess and maintain a valid Florida's Driver's License and have and maintain an acceptable driving record.

Special Qualifications:

• Possession of a Florida Records Management Association Certification or ability to obtain certification within three (3) years of hire date.
• Possession of a CJIS Level 2 (Criminal Justine Information System) Certification.

• Completion of FEMA Emergency Management Incident Command 100, 200, 300, 700, & 800.

• Possession of a valid, State of Florida driver’s license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment. 

• Knowledge of records management systems or an equivalent combination of education, training, and experience.
• Ability to learn, and follow all applicable policies, including but not limited to Agency General Orders, City of Sebastian Policies, FCIC/NCIC, Florida Chapter 119 (Public Records Law), GS 1 and GS 2, FDLE, UCR (Uniform Crime Reporting), NIBRS ( National Incident-Based Reporting System) and CFA (Commission for Florida Law Enforcement Accreditation) 
• Ability to research amendments, make changes and keep updates to public records laws.   
• Ability to respond quickly and efficiently to public records requests and internal requests.
• Ability to provide superior customer service. 
• Ability to use proper spelling, grammar and format for all correspondence. 

Desired Traits:  

Be a knowledgeable worker; customer focused; one who values and respects others; drives to excel; believes in teamwork and collaboration; believes in continuous learning; demonstrates ethical behavior; and is supportive of change.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within policies, procedures and standards. Requires the ability to meet and deal effectively with the staff members, citizens and other contact persons using tact and good judgment. Includes receiving instructions, assignments or directions from superiors.   

Language and Communications Ability:  Requires the ability to keep the supervisor informed of potential problems or unusual events. Requires the ability to respond to inquiries and concerns in a timely manner. Requires the ability to speak to people with poise, voice control and confidence. Requires the ability to deal with people beyond giving and receiving instructions. Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words.   Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone. Must be adaptable to performing under stress and when confronted with persons acting under stress.  Maintain all appropriate records as instructed.   

Functional Reasoning:  Requires the ability to apply rational systems to solve practical problems; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Demonstrate initiative in identifying potential problems or opportunities for improvement. 

Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using the English language. 

ADA COMPLIANCE

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

 Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Crouching: Bending the body downward and forward by bending leg and spine.

Standing or Sitting: Particularly for sustained periods of time.

Visual Acuity: Including color, depth perception, and field vision.

WORK ENVIRONMENT

Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, wetness, humidity, fumes, temperature, and noise.

 The City of Sebastian is an Equal Opportunity Employer; to comply with the American with Disabilities Act, the City of Sebastian will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. 

Salary : $37,440