Records Management Specialist

City of Doral Human Resources Department General Purpose

This is a non-sworn classification responsible for the police records unit. Responsibilities of the position are centered on extensive contact with departmental patrol and investigative personnel and the public, in person and over the telephone. Successful performance of the work includes ensuring that police records are prepared, filed, maintained, distributed and purged according to policies, procedures and regulations of the department and a variety of state and federal criminal justice agencies.

This class is distinguished from other office support and office administrative classes by the necessity for knowledge of law‑enforcement practices, procedures and terminology in addition to the Public Records Act and those portions of the Government Code pertaining to public records. Under the general supervision of the Police Chief, the record‑division plans, coordinates, supervises and reviews operations, including preparation, processing, indexing, storage, retention, dissemination and disposition of police records;

performs related work as assigned.

• Communicate effectively with co‑workers, subordinates, superiors, the general public, representatives of public and private organizations and others to exchange or convey information.
• Answer phones and questions for callers and other agencies.
• Print reports upon request (walk‑ins & mail). Verify that all information is releasable to the public; redact reports to protect the identity of juveniles per Chapter 39, F.S. and to maintain confidentiality of law‑enforcement officers, families of victims and others per Chapter 119, F.S. Follow Florida Public Records Act guidelines.
• Maintain and complete a daily cash log and deposit receipts. Submit deposits to the Finance Department.
• Expunge / seal reports. Dispose all supporting documents pertaining to each case. Identify and seal juvenile records in accordance with court orders.
• Scan and attach supporting documents to cases (e.g., miscellaneous documents and photos). Oversee the collection, maintenance, retrieval and distribution of official law‑enforcement documents and information in accordance with federal and state laws and department policies.
• Serve as custodian of records for the Police Department, including accepting and responding to subpoenas, establishing maintenance schedules, directing the destruction of records per policy and mandates, and maintaining procedures for security and access.
• Operate specialized public safety computer systems and applications such as the National Crime Information Center (NCIC), Florida Crime Information Center (FCIC), CAD/RMS local system (certified).
• Maintain files of misc. documents/photos and all crashes/incidents records (2008–2011).
• Log crash reports and send originals to Tallahassee; maintain log of reports (2008–2013).
• Respond to fax requests in a timely manner with case reports and supporting documents (SAO, DCF, other agencies, public defenders).
• Oversee and participate in the work of assigned employees in the operation of the Police Records Division.
• Coordinate dissemination of information to department staff, attorneys, courts and the public in compliance with laws, regulations, guidelines and procedures.
• Direct maintenance of the departmental record‑keeping system in accordance with legal requirements and policies.
• Handle difficult and sensitive situations using sound, independent judgment within policy and legal guidelines.
• Maintain effective work procedures, analyze, design and implement changes and decisions as necessary, coordinate with other sections within and outside the Police Department; insure departmental compliance with relevant laws, regulations and policies.
• Interpret, apply and enforce all current laws, regulations and procedures governing the security and processing of police records.
• Conduct research, compile data and information and prepare reports on records and service–related issues; assist the Crime Analyst Unit with coordination of services on departmental projects; prepare clear, concise and informative reports, correspondence and other written materials; maintain,…