Police Records Specialist

This position performs a wide variety of specialized and complex clerical and technical work involving the processing and distributing of physical and digital law enforcement records. Work requires a high-level attention to detail and accuracy. Principle duties include utilizing complex and secure law enforcement computer applications and databases to distribute law enforcement records; data input; maintenance and control of sensitive and confidential records;

answering telephone calls; providing customer service and cashier duties at front counter. Work is performed under the direct supervision of the Records Supervisor.

• Enters data into the Police Records Management System (RMS).
• Copies and disseminates appropriate reports to selected outside agencies as mandated by law.
• Processes record requests and memoranda from the clerk of court, DCF, state attorney’s office, law enforcement agencies and governmental entities.
• Processes internal and city requests for police records.
• Identifies confidential, exempt and sensitive information in physical and digital responsive records.
• Utilizes various law enforcement software to identify, organize, and distribute public records in accordance with state statue.
• Greets visitors coming to the lobby, determines their needs and assists them accordingly.
• Receives, routes, and disperses telephone calls/messages.
• Performs internal and external background checks requested, via mail, email, fax, online portal, in person or telephone.
• Receives monies and issues receipts for the purchase of copies and other transactions.
• Keeps current with Florida’s public records laws as well as agency policies.
• Accepts deliveries, sorts, and routes incoming mail and prepares outgoing mail.
• Accepts and distributes subpoenas for department personnel.
• Prepares and processes outgoing subpoenas.
• Prepares and transfers criminal case files for investigation by other jurisdictions.
• Performs validation of name database and reconciliation of crash reports and citations in RMS.
• Processes alarm applications false alarm billing, bicycle registrations and house check requests.
• Processes Trespass Appeal forms and compiles case files for hearing.
• Compiles case packets and transmits them to State Attorney’s Office and maintains logs of same.
• Compiles Uniform Traffic Citations and other paperwork and transmits them to the Clerk of Court.
• Maintains traffic citations and DUI citations in secure storage and issues in numerical sequence.
• Performs non-criminal fingerprint services for internal and external customers.
• Performs other required day to day operational procedures as directed.

These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.

• Knowledge of agency policy, offense codes, court system, and legal procedures.
• Knowledge of state statutes pertaining to public records and confidentiality.
• Knowledge of organizational structure and functions of all agency units, departments and bureaus.
• Knowledge of principles and procedures of RMS and public records request systems.
• Knowledge of Florida laws, rules and regulations for retention and destruction of records.
• Knowledge of proper grammar, punctuation, and spelling.
• Skilled in the use of office equipment, including computers and various law enforcement software applications.
• Skilled in reviewing documents for accuracy, completeness and compliance; filing and retrieving data; composing letters and memoranda; explaining policies and procedures.
• Skilled in research including Internet usage.
• Skilled in customer service with ability to communicate clearly and effectively, both in person and in writing.
• Ability to maintain effective working relationships with employees, other agencies and the public.
• Ability to use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to efficiently organize, prioritize, schedule, and manage daily work activities.
• Ability to exercise considerable discretion and maintain confidentiality of information processed.
• A…