Police Records Specialist

Description

NATURE OF WORK This classification involves support work in maintaining and processing criminal information files for the City. An employee in this position maintains a records management system (RMS) in order to keep accurate Police records and rapidly retrieve records; furnishes copies of reports and collects public information request fees; provides related statistical reports to supervisor; and files required state and federal related reports. This position also serves as a Police Teletype Operator; handles road personnel electronic filings; and performs other administrative support functions.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Inputs, reviews, and validates information and reports within a computerized records management system (RMS); interprets and translates computer coded data.
• Sorts and files criminal records material alphabetically, numerically, and by other predetermined categories; retrieves material from files upon request; and maintains records of materials removed.
• Deals with the general public; furnishes copies of offense reports or accident reports; assists other law enforcement and military agencies with record checks; supplies a computer printout if the subject has a criminal record; and assists other Police Department Divisions by furnishing copies of offense reports for court trials.
• Operates computer systems with various software programs for document storage, retrievals, or spreadsheets.
• Receives and coordinates law enforcement information from other police agencies; relays and/or forwards information to other agencies.
• Provides background checks within the City.
• Conducts or assists with validations and audits on records from the Florida Department of Law Enforcement (FDLE).
• Maintains active, archived, computerized, or hard copy records files according to federal, state, and local regulations and standard operating procedures of the department.
• Completes or assists in the completion of monthly, semi-annual, and annual reports on the Uniform Crime Reports (UCR) for use by department and for submission to the FDLE.
• Maintains appropriate work logs; updates procedural manuals pertaining to the computerized information systems.
• Conducts financial transactions with the public relating to public records requests in accordance with City ordinances and state public records law; participates in related audits; and verifies cash drawer.
• Extracts false alarm reports from CAD system to forward to the finance area.
• Serves as a Police Teletype Operator.
• Maintains road patrol personnel electronic filings such as training, evaluations, etc.
• Performs additional administrative duties such as setting up calendar and staff meetings; handling calls, photocopying, scanning, distributing mail, etc.
• Prepares a variety of statistical reports for supervisor.
• Provides training to coworkers.
• Completes or assists in the completion of documents for destruction of records per Florida state statutes; may be assigned as an assistant public records custodian.
• Responds to and testifies in court or provides depositions when required concerning the custody of records or any other related records unit tasks.
• Works various hours when required.
• Performs related work as required.

Requirements

EDUCATION

• Graduation from an accredited high school/vocational school or G.E.D. equivalency, preferably supplemented by college level course work in Public/Business Administration or Criminal Justice.

EXPERIENCE AND TRAINING

• Basic experience using of computers and standard software applications.
• Must be able to successfully pass a standard keyboarding assessment.
• Must possess a valid driver’s license with an acceptable driving record.

NECESSARY SPECIAL QUALIFICATIONS

• Trainees Status:
• Salary: $41,132.09 (Trainee) (2 Steps below Police Records Specialist salary) Completion of Trainee status to Probation:
• Must achieve Teletype Designation by demonstrating proficiency on both oral and written examination within nine (9) months.

PHYSICAL REQUIREMENTS

Physical:

Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds. Descending and climbing stairways and extended periods of standing observation may be required during field activities.

Work Environment:

Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions.

Sensory:

The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

Supplemental Information

KNOWLEDGES, SKILLS AND ABILITIES

• Knowledge of modern computerized equipment and software programs.
• Knowledge of a records management system (RMS) and/or AS400 computer system.
• Knowledge of data processing principles and practices.
• Knowledge of law enforcement, legal terminology, and procedures.
• Knowledge of criminal charges as pertaining to statutory felonies and misdemeanors.
• Knowledge of court systems as to jurisdiction on specific charges.
• Knowledge of routing office practices and procedures.
• Skill in the operation of computer equipment.
• Skill in using Office and department software.
• Ability to make decisions in accordance with procedures, laws, and police regulations and apply to specific problems.
• Ability to relate computer information to police record keeping procedures.
• Ability to keep and maintain operations records.
• Ability to effectively communicate by telephone, in person, or in writing with the public, department personnel, and other members of federal, state, and local law enforcement agencies.
• Ability to establish and maintain effective working relationships with employees.
• Ability to type thirty (30) words per minute accurately.
• Ability to manage projects effectively and meet deadlines.
• Ability to manage multiple, high-priority assignments.
• Ability to communicate effectively and persuasively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.
• Ability to work various hours when required.