What are the responsibilities and job description for the Police Records Technician I position at The City of Coral Gables?
This position provides a key level of quality assurance review of the officers’ citations, reports, and the Police Department’s records management system’s (RMS) databases. The employee is required to have an understanding of law enforcement reporting procedures and requirements, as well as have specialized knowledge in the subject areas he or she manages. This role predominantly functions as the last quality control barrier before legally critical data is released to agencies such as the Florida Department of Law Enforcement (FDLE), the Florida Department of Highway Safety and Motor Vehicles (DHSMV), the State Attorney’s Office (SAO), the Public Defender’s Office, the Miami-Dade Clerk of Courts, the Federal Bureau of Investigations (FBI) and the public. The reports individuals in this role analyze and approve become the sources of data for crime statistics and operational planning. Therefore, the nature of the work primarily involves extensive analytical assessment in conjunction with complex sequences of technical operations. Work is performed within broad parameters defined by general organizational requirements and established practices and procedures. 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 for this classification.
Analyzes DUI, traffic, parking and boating citations for data reporting compliance and technical accuracy as well as to ensure department-wide consistency with city procedures, county ordinances and state statutes.
Manages the return for correction, officer compliance and processing operations of DUI, traffic, parking and boating citations issued by the Police Department.
Serves as an information resource for officers needing additional citations reporting training.
Serves as the Section’s subject matter expert and train new employees on the analysis and management of citations.
Issues citation books and serve as the liaison to Clerk of Courts in order to resolve problem citations.
Analyzes part II crime (burglary, larceny, motor vehicle theft, vandalism, etc.) police incident/investigation reports for data reporting compliance and technical accuracy, as well as to ensure department-wide consistency with city procedures, county ordinances, state statutes and federal crime reporting laws. Analysis includes making sure crimes are categorized correctly for proper case follow-up and crime reporting integrity, relevant case forms and statements are submitted by officers, case dispositions are appropriately categorized in conjunction with both the officers’ findings and with department, county, state and federal guidelines, names and case documents maintain blocked, confidential, sealed and/or expunged status’, and cases such as those involving domestic violence, juveniles, drugs, alcohol, human trafficking, hate crimes, cargo theft and/or colleges or universities are appropriately managed from a state and federal reporting compliance requirement. Continually provides instruction to officers on correct incident/investigation reporting procedures.
Manages the return for correction, officer compliance, and processing of incident/investigation reports, such as those primarily dealing with part II crimes, information, and documentation.
Serves as the Section’s subject matter expert and train newer employees on the analysis and management of incident/investigation reports.
Analyzes confidential police traffic accident reports for data reporting compliance and technical accuracy, as well as to ensure department-wide consistency with city procedures, county ordinances, and state statutes. Ensures that appropriate governmental agencies are notified when drivers’ licenses are confiscated, drivers are recommended to be reexamined, and when accidents involving other governmental entities’ property occur.
Continually provides instruction to officers on correct accident reporting procedures.
Manages the return for correction, officer compliance, and processing operations of traffic accident reports as well as provide general oversight that all accident reports requiring subsequent investigations are closed out.
Serves as the Section’s subject matter expert and train newer employees on the analysis and management of traffic accident reports.
Analyzes citation issuance, incident occurrence, and arrest locations within a geoverification database to insure data integrity. Served as the Section’s subject matter expert and train newer employees with the analysis of the Section’s managed data within the Geoverification module.
Administers the Department’s confidential master names database through record sets analysis to ensure data integrity.
Serves as the Section’s subject matter expert and train newer employees with the administration of the Department’s master names database.
Analyzes data entered on property loss and property receipt reports in comparison with incident/investigation, arrest and supplemental reports.
Administers electronic and ink fingerprinting services for the City and public, and maintain confidentiality of biometric and personal information.
Researches and administers the Department’s Safeguard letters program.
Provides document notarizations and certifications for legal and evidentiary purposes.
Assists the public with information regarding the City, Department, and Section’s services.
Trains newer employees on police operations desk information and sales activities.
Conducts sales transactions and create daily sales balancing reports.
Audits on first level daily sales transactions and segregates funds for bank deposits.
Audits on second level daily sales transactions; prepares and submits funds for bank deposits.
Audits citations, traffic accident, and crime data through weekly database quality assurance checks.
Manages the fulfillment of general and commercial requests for confidential traffic accident reports.
Manages the research and fulfillment of extensive, complex, sensitive and confidential requests for law enforcement records.
Conducts confidential background checks for law enforcement, child protection, and other local, state, and federal governmental agencies.
Analyzes vehicle tow logs and data from towing companies against Department records and updates databases as changes evolve.
Assists with the management of the Records Section’s physical, digital, off-site, and contractually maintained storage files.
Assists the Section and Department with other responsibilities and projects as needed.
Provides general office duties, such as routing subpoenas, pinpointing basic technical issues and assisting with other internal and external Department employees and City initiatives.
Acquires general familiarity of duties performed in the Clerk II position.
Performs work of a higher classification when required.
Adheres to strict operational security and confidentiality requirements in and out of the workplace.
Performs other related duties as assigned.
Analyzes DUI, traffic, parking and boating citations for data reporting compliance and technical accuracy as well as to ensure department-wide consistency with city procedures, county ordinances and state statutes.
Manages the return for correction, officer compliance and processing operations of DUI, traffic, parking and boating citations issued by the Police Department.
Serves as an information resource for officers needing additional citations reporting training.
Serves as the Section’s subject matter expert and train new employees on the analysis and management of citations.
Issues citation books and serve as the liaison to Clerk of Courts in order to resolve problem citations.
Analyzes part II crime (burglary, larceny, motor vehicle theft, vandalism, etc.) police incident/investigation reports for data reporting compliance and technical accuracy, as well as to ensure department-wide consistency with city procedures, county ordinances, state statutes and federal crime reporting laws. Analysis includes making sure crimes are categorized correctly for proper case follow-up and crime reporting integrity, relevant case forms and statements are submitted by officers, case dispositions are appropriately categorized in conjunction with both the officers’ findings and with department, county, state and federal guidelines, names and case documents maintain blocked, confidential, sealed and/or expunged status’, and cases such as those involving domestic violence, juveniles, drugs, alcohol, human trafficking, hate crimes, cargo theft and/or colleges or universities are appropriately managed from a state and federal reporting compliance requirement. Continually provides instruction to officers on correct incident/investigation reporting procedures.
Manages the return for correction, officer compliance, and processing of incident/investigation reports, such as those primarily dealing with part II crimes, information, and documentation.
Serves as the Section’s subject matter expert and train newer employees on the analysis and management of incident/investigation reports.
Analyzes confidential police traffic accident reports for data reporting compliance and technical accuracy, as well as to ensure department-wide consistency with city procedures, county ordinances, and state statutes. Ensures that appropriate governmental agencies are notified when drivers’ licenses are confiscated, drivers are recommended to be reexamined, and when accidents involving other governmental entities’ property occur.
Continually provides instruction to officers on correct accident reporting procedures.
Manages the return for correction, officer compliance, and processing operations of traffic accident reports as well as provide general oversight that all accident reports requiring subsequent investigations are closed out.
Serves as the Section’s subject matter expert and train newer employees on the analysis and management of traffic accident reports.
Analyzes citation issuance, incident occurrence, and arrest locations within a geoverification database to insure data integrity. Served as the Section’s subject matter expert and train newer employees with the analysis of the Section’s managed data within the Geoverification module.
Administers the Department’s confidential master names database through record sets analysis to ensure data integrity.
Serves as the Section’s subject matter expert and train newer employees with the administration of the Department’s master names database.
Analyzes data entered on property loss and property receipt reports in comparison with incident/investigation, arrest and supplemental reports.
Administers electronic and ink fingerprinting services for the City and public, and maintain confidentiality of biometric and personal information.
Researches and administers the Department’s Safeguard letters program.
Provides document notarizations and certifications for legal and evidentiary purposes.
Assists the public with information regarding the City, Department, and Section’s services.
Trains newer employees on police operations desk information and sales activities.
Conducts sales transactions and create daily sales balancing reports.
Audits on first level daily sales transactions and segregates funds for bank deposits.
Audits on second level daily sales transactions; prepares and submits funds for bank deposits.
Audits citations, traffic accident, and crime data through weekly database quality assurance checks.
Manages the fulfillment of general and commercial requests for confidential traffic accident reports.
Manages the research and fulfillment of extensive, complex, sensitive and confidential requests for law enforcement records.
Conducts confidential background checks for law enforcement, child protection, and other local, state, and federal governmental agencies.
Analyzes vehicle tow logs and data from towing companies against Department records and updates databases as changes evolve.
Assists with the management of the Records Section’s physical, digital, off-site, and contractually maintained storage files.
Assists the Section and Department with other responsibilities and projects as needed.
Provides general office duties, such as routing subpoenas, pinpointing basic technical issues and assisting with other internal and external Department employees and City initiatives.
Acquires general familiarity of duties performed in the Clerk II position.
Performs work of a higher classification when required.
Adheres to strict operational security and confidentiality requirements in and out of the workplace.
Performs other related duties as assigned.
High school diploma or equivalent. Two (2) years of college preferred.
Two (2) years of administrative experience in a highly technical office environment.
Valid Florida Driver's License.
A comparable amount of training or experience may be substituted for the minimum qualifications.
Salary : $41,395
