Police Records Technician

City of Ocoee, FL; Florida; On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Ocoee, FL is seeking a records clerk to handle intake, processing, and retention of police records. You will greet visitors, process reports, enter data, and assist officers and the public with records information.

Responsibilities include scanning and filing, handling public records requests, and ensuring compliance with Florida statutes. A high school diploma and 1 year of clerical work are required; bilingual ability is preferred.

Qualifications

• High school diploma or GED with 1 year of clerical/administrative experience
• Bi-lingual (English/Spanish) preferred
• Knowledge of records management and public information dissemination rules

Responsibilities

• Greets and assists individuals entering the police department in a courteous manner
• Processes general reports, classifies and files reports and distributes them as required
• Enters or retrieves information from computer systems and maintains up-to-date records
• Assists the public and officers with records information as needed
• Scans reports, photographs and other documents
• Processes court case files and traffic citations for agencies
• Performs daily data entry of reports and maintains timely processing
• Codes records for FIBRS/NIBRS reporting and ensures accurate transmission
• Handles mail, email, and phone inquiries related to City services
• Responds to public records requests under Florida statutes
• Performs records checks in compliance with procedures
• Collects and processes payments for services and reports
• Completes audits of monies received and related reporting
• Performs related duties as assigned

Skills

Bi-lingual English/Spanish

Computer literacy

Communication skills

Education

High school diploma or GED

Job description

Responsible 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 standard business and records maintenance and retention procedures and operations. Work is performed under supervisory direction with some latitude for exercising independent judgment within the framework of established policies and procedures.The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

• Greets and receives individuals entering the police department in a courteous and professional manner.
• Processes general reports; classifies reports and files and distributes reports as required.
• Enters or retrieves information from computer as required; maintain up-to-date knowledge of entry and removal of records information involved with computer system.
• Assists persons seeking information and/or reports; assists officers, investigators, or other employees with records information as required.
• Scans criminal reports, photographs, supplemental reports, evidentiary documents and other miscellaneous information.
• Processescourt case files for Notice to Appears, Arrest Affidavits, Warrants, Citations, etc. to other governmental agencies requiring said information.
• Processes uniform traffic citations for transmittal to the Clerk's Office and Department of Motor Vehicles.
• Perform computer entry of daily reports in a timely manner; process daily accident, incident and arrest reports, supplemental reports, citations, etc.
• Classifies crimes for FIBRS/NIBRS (Florida Incident Base Reporting System/National Incident Base Reporting System) reporting according to FIBRS/NIBRS guidelines; process reports for FIBRS/NIBRS submittal and enter information into computer as necessary in order to ensure accurate transmission.
• Processes and answers mail/email; receives telephone calls concerning City services.
• Prepares, files and distributes criminal reports as required; provides releasable information based on Florida State Statute (FSS) 119.
• Performs records checks as required in compliance with department, State and Federal procedures.
• Performs public records requests for individuals, other police agencies, other governmental agencies, other private entities with records maintained by the Police Department.
• Receives monies, issues receipts and processes monies for report copies, record services, red light camera program, and other collections.
• Complete an audit of received monies and complete the required reporting.
• Performs related duties as directed when such duties are logical/appropriate assignment to position.

High school diploma or GED equivalent plus one (1) year of clerical, administrative, or technical office support experience using automated office equipment, preferably including some previous customer service or public contact; or an equivalent combination of training, education and experience. Level two background may be performed. Bi-lingual (English/Spanish) preferred.Knowledge of general office management principles and practices.

Knowledge of records management procedures and the regulatory standards governing dissemination of public and private information.

Knowledge of computer, other automated records systems and office equipment, such as computer terminals, printers, copy machines, telephone systems, facsimile machines.

Ability to learn to operate a personal computer and related software applications including word processing, spreadsheets, electronic mail, and information systems relating to law enforcement.

Ability to work in a team environment and to adapt to shifting schedules and assignments as needed.

Ability to communicate effectively orally and in writing and to deal with customer service problems efficiently, courteously, and correctly.

Ability to establish and maintain effective working relationships with co-workers, City employees, professionals in the criminal justice system, representatives of business and governmental organizations, and the general public.