Records Clerk

Performs a variety of routine to complex clerical and technical work in keeping official records for the Police Department. Answers questions both in person and on the phone, as well as and provides information to the department, other City departments and the public. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on exercising independent judgment to determine the best approach by using and interpreting policies and procedures.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs various data entry duties to include traffic, parking, and marine violation citations; reviews accident and police reports for accuracy and completion; prepares case files for dissemination to the County Clerk’s Office and State Attorney’s Office
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
• Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
• Provides copies of departmental records in accordance with Florida Sunshine laws and departmental policies
• Performs local background checks for the general public and other outside agencies
• Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
• Composes and types letters in response to routine inquiries; enters data from records into the computer; compiles required federal, state and departmental records; compiles crime reports as needed
• Performs clerical duties to include processing mail, making copies, faxing information, and printing reports. Assembles materials for case files and court testimony
• Monitors the Police Department’s Computer-Aided Dispatch (CAD) data system to provide updated information
• Reviews Uniform Crime Report (UCR) classifications per state and federal regulations; responsible for classification coding and upload of report data
• Serves as custodian of departmental documents and records; organizes and maintains efficient filing systems; scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
• Ensures compliance with all applicable rules, regulations, standards, policies and procedures, specific to this position
• Demonstrates professional courtesy, tact, and diplomacy in all communications with internal and external customers

• None

Associate’s degree required, bachelor’s degree preferred; supplemented by three or more years’ clerical experience involving the maintenance of police records; or an equivalent combination of education, certification, training, and/or experience. Must have or be able to obtain notary public certification. Must have or be able to obtain the required Florida Crime Information Center (FCIC) and National Crime Information Center (NCIC) certifications.

Must have a valid Florida driver’s license. Regular in office attendance is required.

Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.

• Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminology
• Skill in working independently and following through with assignments with minimal supervision
• Ability to manage records and keep information confidential
• Ability to…