Police Records Specialist

City of Boca Raton; Boca Raton (FL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health Insurance

Paid time off

Service benefit

Flexible schedule

Retirement plans

Job summary

The City of Boca Raton is seeking a Police Records Specialist I to support intake, maintenance, processing, and retention of police records. Under supervision, you will handle front desk duties, confidential information, and payments while applying knowledge of Records Management and public records rules.

Responsibilities include filing, research, and releasing records through the Just FOIA system and RMS. Strong attention to detail and communication are essential for success in this role.

Qualifications

• High School Diploma or GED or equivalent education/experience.
• One year of complex administrative or clerical work with high-volume records.
• Valid Florida Class E driver’s license.

Responsibilities

• Answer phones and greet customers at the front desk.
• Process and file reports, accidents, citations, and arrests.
• Maintain records in RMS and release records per laws.
• Collect fees for forms and copies; perform criminal history checks.
• Enter emergency notices into the CAD system and assist with reports.

Skills

Customer service

Microsoft Office

Communication

Records management

Education

High School Diploma or GED

Tools

Records Management System (RMS)

Just FOIA system

CAD system

Job description

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to its employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

General Statement of Job:

The Police Records Specialist I is an administrative support position responsible for advanced technical; clerical and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Under the direct supervision of the Police Records management Supervisor, the Police Records Specialist I 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, State of Florida Public Records Law, Marsy’s Law, and the Federal Privacy Act.

• Answers telephone and receives customers at the front desk.
• Handles a variety of confidential information
• Collects money for the sale of forms, copies of reports, etc.
• Processes and files accident reports, citations, and arrests with the appropriate agencies
• Performs criminal history research, compiles, and updates records
• Releases records to the public and other agencies following state and federal guidelines, both in-person and through the Just FOIA system
• Maintains accurate records in the Records Management System (RMS)
• Fingerprints internal and external customers
• Reviews a variety of police related data for accuracy and completeness
• Assists in the preparation of periodic and special reports
• Collects, sorts, and distributes incoming mail for Police Services
• Enters emergency notifications into the CAD system
• Accepts and distributes subpoenas for departmental employees
• Related tasks as required

Knowledge of:

• Modern office procedures, systems, and equipment
• Department programs, policies and procedures and applicable state statutes.
• State and Federal laws relating to records management and the dissemination of public and private information

Skilled in:

• Microsoft Office software and the ability to acquire competency in the use of departmental computer applications
• Public Unit Performance Objectives 1 – 10, including operations of Front and Second Window, Records Security and Accessibility, Mail procedures, Local Records Check, Fingerprints, Cash Register Operations, processing Subpoenas, and Just FOIA system

Ability to:

• Prioritize and keep accurate and detailed records
• Follow oral and written directions
• Communicate with the general public, both written and orally, to resolve requests and maintain records best practices
• Establish and maintain effective working relationships with other City personnel and the public as necessary
• Solve problems logically and efficiently

MINIMUM QUALIFICATIONS:

• High School Diploma or GED OR
• Any combination of education and experience equivalent to graduation from high school AND
• One (1) year of complex administrative or clerical work experience which includes the receipt, processing, storage, and retrieval of a high volume of records and the operation of workflow management systems and/or record retention
• Possession of a valid State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

• Previous experience handling confidential information or experience working in a public safety work environment
• FCIC and NCIC Certification OR must be able to obtain FCIC and NCIC certification within the first six (6) months of employment

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicles Report (MVR) Check
• Certification/License Verification
• Credit Check
• Fingerprinting
• Polygraph
• Neighborhood Check
• Drug and Alcohol Screen