Police Records Associate

City of Lakeland, Civil Service; Florida; On-site; USD 42,000 - 54,000; Full time

Job summary

City of Lakeland seeks an experienced Records Specialist to manage administrative support for police records, processing requests, maintaining records, and ensuring compliance with Florida Public Records Law and the Federal Privacy Act.

You will work with NCIC/FCIC, process reports, fees, and court transcripts, train colleagues, and support the public and internal departments while upholding confidentiality and accuracy.

Qualifications

• HS diploma or GED required.
• Minimum 5 years in progressively more complex secretarial/clerical duties.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Processes criminal reports, fingerprint cards, photos, and related records.
• Handles requests from agencies and the public for records dissemination.
• Verifies NCIC/FCIC entries and ensures accuracy.
• Maintains and balances payments for report copies and record services.
• Assists with training and onboarding of new Records Specialists.

Skills

Computer skills

Communication skills

Confidentiality

Problem solving

Attention to detail

Education

High School diploma or GED

Job description

This administrative support position is responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Employees in this classification perform a variety of police records and information systems work in response to internal and external requests requiring the application of communication skills and considerable knowledge of departmental operations and procedures, the State of Florida Public Records Law, and the Federal Privacy Act. Work requires the exercise of initiative, independence, and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation, and analysis of reports and results achieved.

This posting will close after the receipt of the first 30 qualified applicants or 1 week (October 19 at 4:00 PM), whichever comes first.

• Processes criminal reports, fingerprint cards, photographs, returned checks, false alarms, and other miscellaneous information
• Processes Notices or Arrest Affidavits for transmittal to other governmental agencies that require this information.
• Processes uniform traffic citations for transmittal to the Clerk's Office and Department of Motor Vehicles.
• Performs computer entry of daily reports promptly; processes daily accident, incident, and arrest reports.
• Handles customer requests from citizens, insurance companies, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official police records consistent with applicable State and/or Federal law and departmental policy.
• Receives, issues receipts, and processes monies for report copies and record services.
• Prepares files and distributes criminal reports as required; provides releasable information following Florida Public Records Laws
• Reviews or enters information on reports for accuracy, completeness, and compliance with the Police Department's computerized records system before filing all documents received.
• Validates all applicable NCIC/FCIC entries by comparing the NCIC/State printout to the original source document(s) and verifying the status of the entry with the appropriate authorities following established state/federal/agency procedures to ensure that they are complete, accurate, and up to date.
• Prepares invoices, accepts certain payments for requests, and maintains records of payments received.
• Assists with keeping an inventory of citations and will adhere to a strict policy for signing out books.
• Trains, assists, and advises newly hired Records Specialists, ensuring adherence to established policies, procedures, and standards.
• Prepares and scans documents as part of the records retention program required by the State of Florida.
• Participates in training classes, seminars, and simulation exercises (if applicable) designed to enhance job-specific skills, knowledge, and abilities or to fulfill specific requirements.
• Analyzes all reports to facilitate the merge process after supervisor approval, which is the essential function that allows reports to become available to the courts, the public, other agencies, and internally.
• Scrutinizes all case/arrest reports for completeness.
• Tracks FIBRs (Florida Incident-Based Reporting) and corrects errors daily.
• Runs a weekly compliance report on FIBRs edits to ensure that our monthly total is under a 4% error rate allotted by the state of Florida.
• Modifies and adds Florida state statutes, gun make/models, and vehicle make/models.
• Consolidates subject names in the master name index to reduce duplication.
• Processes court-ordered sealed and expungements.
• Completes background checks for internal personnel, police applicants for other agencies, and the military.
• Processes and distributes the internal and external mail.
• Processes chauffeur permits for taxi drivers within Lakeland's city limits.
• Reviews, logs, and responds to public records requests.
• Identifies, performs, or coordinates the redacting of confidential, exempt, and sensitive information in responsive records following Florida law.
• Updates knowledge and understanding of technology and public records law continuously.
• Work efficiently while effectively prioritizing new requests and related requirements.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.

• High School diploma from an accredited school or a GED.
• Five (5) years of experience performing progressively more complex secretarial/clerical duties.

An equivalent combination of education, training, and experience which provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered.

SPECIAL REQUIREMENTS

• Must possess and maintain a valid driver's license.
• Must possess and maintain a valid telephone number.
• May be required to type accurately at 30 words per minute.
• Familiarity with Laserfiche preferred.
• Must pass a truth verification examination.
• Must acquire an understanding of LPD Agency General Orders and CFA (Commission for Florida Law Enforcement Accreditation).
• Must obtain and maintain Notary Public status with the State of Florida within three months of employment.
• Obtain a certified NCIC/FCIC operator within three months of employment.
• May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

KNOWLEDGE

• Knowledge of business English, spelling, punctuation, office practices and procedures, and various computer software applications.
• Knowledge of State and Federal laws relating to records management and disseminating public and private information (FSS 119).

SKILLS

• Skill in operating computers and standard office equipment.

ABILITIES

• Ability to make arithmetic computations and tabulations rapidly and accurately.
• Ability to readily acquire and make minor decisions from knowledge of applicable regulations and related division policies and procedures.
• Ability to maintain the confidentiality of sensitive and exempt criminal justice information
• Ability to communicate tactfully and courteously with the public, employees, and officials, and establish and maintain harmonious working relationships with other employees.
• Ability to solve problems logically and expeditiously.
• Ability to prepare and maintain correspondence, reports, records, and perform routine office management details without referral to a supervisor.
• Ability to prioritize work to meet time constraints.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• The job requires sedentary work, involving some walking or standing, exerting up to 35 pounds of force regularly, and performing routine keyboard operations.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e‑mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

Required Documents

1. Copy of DD214 – Military Discharge (if applicable).

The City of Lakeland is an Equal Opportunity/Equal Access Employer and a Drug Free workplace.