Performs high level, skilled, clerical, responsible administrative and specialized records management work, which involves a variety of moderately complex and routine administrative tasks. Responsible for providing professional and courteous service to external and internal customers at all times. Work is performed under regular supervision. Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Responds to requests for confidential law enforcement information by retrieving information from the Records Management system. Provides properly redacted reports in compliance with Florida Statute and ensures accuracy of the information retrieved for distribution to the public. 
 
Processes and distributes requests for information and paperwork from departmental members, State Attorney’s office, other agencies and the public. Prepares statistical information for in-house departmental needs, state reporting and public records requests, and requests from the Media for records.
 
Responds to requests for body worn camera (BWC) footage, preparing detailed estimates, and upon payment, processing the requested video(s) with applicable redactions in compliance with Florida Statute in the video redaction software.
 
Receives calls for the department and ascertains nature of business, directs to appropriate authority; answers questions and responds to inquiries or complaints on department operations, policies and procedures. 
 
Responsible for comprehensive review of all criminal reports, and arrest reports ensuring they are properly coded for compliance with NIBRS/FIBRS guidelines prior to transmission to the State and federal government agencies. Reviews and validates report content during transcription for errors. Updates specific statistical requirement reports: Supplemental Homicide Report and Law Enforcement Officers Killed or Assaulted (LEOKA) report for submission to FDLE.
 
Submits monthly Hate Crimes, Cargo Theft, Human Trafficking and Use of Force reports to FDLE.
Provides superior customer service for the Records window; answers phones, routes visitors, provides general information and initiates appropriate action to resolve inquires.
 
Serves as the liaison for the repository of all official department records. Manages records destructions, juvenile civil citations, sealing and expungement in a timely manner within state guidelines.
 
Receives and processes incoming mail and packages. 
 
Completes weekly deposits and reconciliation on all monetary transactions.
 
Receives subpoenas for agency and prepares them for dissemination. 
 
May travel to deliver documents to other city, county or state offices as required, to fulfill department needs.
 
Attends applicable trainings and conferences.
 
Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City’s Safety and Health Program.
 
All employees serve an essential role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated by the City’s Emergency Manager.
 
Undertakes special projects as assigned by supervisor.
Additional Duties:
Performs related tasks or other duties as required or assigned.Must possess a High School Diploma or equivalent. A minimum of two (2) years records management or related experience is required. Preferred candidate will have experience working for a government entity and/or law enforcement agency. An Associates or Bachelor’s Degree in related coursework and Notary Public designation is preferred. 
 
Must maintain a Florida driver’s license with an acceptable driving record. Must obtain a Criminal Justice Information System (CJIS) certification within first week of employment. Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire.Special Requirements
Ability to pass law enforcement background clearance for law enforcement sensitive information. 
 
Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.
 
Thorough knowledge of business English, spelling and arithmetic. 
 
Ability to communicate proficiently and professionally both verbally and in writing.
 
Thorough knowledge of the organization and functions of the department and of general administrative policies and practices. 
 
Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently.
 
Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor. 
 
Ability to establish and maintain effective working relationships with associates and the general public and to deal with public relations problems courteously and tactfully. 
 
Ability to follow all applicable policies, procedures and regulations of (including but not limited to) City of Longwood, Longwood Police Department, Florida Department of Law Enforcement, Florida State Statute, General Records Schedule for Record Destruction, FBI Uniform Crime Reporting/NIBRS/FIBRS, and the Commission for Florida Law Enforcement Accreditation. 
Technical Requirements
Skill in the operation of standard office and data entry equipment.
Working Conditions
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.
 
Work requires reaching, fingering, grasping, and repetitive motions. 
 
Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly.
 
Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound.
 
Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
 
The worker is not subject to adverse environmental conditions.