Police Records Clerk

City-of-Cocoa-Beac; Florida; On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Cocoa Beach Police Department seeks a Records Clerk to perform clerical duties including data entry in the Records Management System, answering phones, greeting visitors, processing mail, and assisting customers. The role includes fingerprinting residents and handling reports with strict confidentiality.

Requires a high school diploma and at least 4 years of clerical experience; Florida driver’s license and the ability to pass FCIC/NCIC background checks are required.

Qualifications

• Graduation from high school with 4 years of recent clerical experience or equivalent combination of training and experience.
• Ability to maintain confidentiality and operate standard office equipment.

Responsibilities

• Answers phones, greets visitors, and directs inquiries.
• Maintains electronic and paper files and retrieves documents as needed.
• Types correspondence and prepares information requests.
• Compiles and delivers reports to various offices; handles mail processing.
• Fingersprints residents and assists Records staff as needed.

Skills

Data entry

Customer service

Filing

Multi-tasking

Attention to detail

Education

High school diploma

Tools

Records management software

Job description

GENERAL STATEMENT OF JOBUnder general supervision, performs a variety of clerical duties for the City of Cocoa Beach Police Department. Work involves data entry using specialized Records Management software, answering telephones, responding to email correspondence, and assisting internal and external customers. Employee is responsible for the reconciliation of a variety of police reports/citations, etc. Tasks include scanning and electronically filing case reports, compiling statistical reports, handling money processing mail. Employee is also responsible for fingerprinting customers and delivering documents to various offices. Duties assigned to employees in the position may vary according to allocation or rotation of workload and/or specific needs of the office. Reports to the Records and Evidence Manager.Assists with intake, receiving, reviewing, logging, storing and disposal of all property and evidence collected by the department to include secured bays and impounds. Returns property when appropriate, using proper department procedures and applicable state statutes. Issues letters for found/safekeeping property.SPECIFIC DUTIES AND RESPONSIBILITIESESSENTIAL JOB FUNCTIONSAnswers telephones, responds to email correspondence, and greets visitors at front desk; receives inquiries and provides information or refers caller to proper official or agency; searches files, as necessary, to locate requested documents, and prepares documents for requesting parties.Maintains a variety of electronic and paper files, filing items according to established systems and retrieving material as requested or as otherwise necessary.Types correspondence in response to requests for information received via mail, facsimile transmission, or email, assuming responsibility for spelling, punctuation, grammar, and format.Retrieves and summarizes data from computer records to prepare a variety of periodic statistical reports; deliver reports and records to various offices as required.Sorts and delivers incoming mail.The ability to use web-based programs and maintain the level of confidentiality that comes with same.Must be able to multi-task.ADDITIONAL JOB FUNCTIONSFingerprints residents.Acts as a Records staff representative to Sworn Officers as applicable.Trains, assists, and advises newly hired Records & Evidence Clerks, ensuring adherence to established policies, procedures and standards.Assumes duties of Department secretarial and/or clerical personnel, as necessary, ensuring adherence to policies, procedures, and quality standards.Performs other related work as required.MINIMUM TRAINING AND EXPERIENCEGraduation from high school and 4years of recent experience in clerical work; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.SPECIAL REQUIREMENTPossession of a valid Florida driver's license.Candidates for this position must be able to pass the Florida Criminal Information Center (FCIC) and National Criminal Information Center (NCIC) background check to gain access to the Florida Department of Law Enforcement (FDLE) databases.MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONSPhysical Requirements: Must be physically able to operate a variety of automated machines which include a computer, mobile telephone, calculator, copier, facsimile machine etc. Must be able to exert more than 50 pounds of force occasionally, and/or up to 25 pounds of force, frequently, and/or 15 pounds of force constantly to move objects. Work may involve walking and standing. Physical demand requirements are for Medium Work.