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

EXPERIENCE AND TRAINING

NECESSARY SPECIAL QUALIFICATIONS

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