Police Records Technician

City of Sanford; Sanford (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Sanford Police Department is seeking an entry-level Records Clerk to handle intake, maintenance, processing and release of police records. The role supports internal staff and the public with information requests and ensures accuracy in UCR reporting and document handling.

The incumbent will perform clerical duties, operate standard office software, and maintain records systems while pursuing required NIMS/ICS training within six months of hire.

Qualifications

• High School graduation or GED equivalent; supplemented by some experience demonstrating ability to perform the essential functions of the work.
• General computer literacy skills with standard software packages.
• Employee shall obtain the National Incident Management System ICS-100 Introduction to the Incident Command System and IS-700 National Incident Management System within six months of employment.
• Knowledge of pertinent federal, state and local rules, regulations, ordinances, and other regulatory standards applicable to the work.
• Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.
• Ability to utilize personal computers, standard office equipment and standard software applications.
• Ability to maintain effective records maintenance and file management systems.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships and communications with co‑workers, internal/external customers, department management and the public.

Responsibilities

• Greets and receives persons entering the department in a courteous and professional manner; assists persons seeking information and reports; assists officers, investigators, or other employees with records information as required.
• Processes general reports; classifies reports and completes statistical reporting; files and distributes reports as required.
• Conducts records checks as required in compliance with department, State and Federal procedures.
• Processes and answers mail; responds to telephone calls concerning City services.
• Classifies crimes for UCR reporting and enters information into computer as necessary.
• Prepares, files and distributes criminal reports; provides releasable information.
• Receives, issues receipts and processes monies for report copies and record services.
• Files criminal reports, fingerprint cards, photographs and other miscellaneous information.
• Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information.
• Conducts computer entry of daily reports in a timely manner; processes daily accident, incident and arrest reports.
• Assists other police agencies in checking records; assists insurance companies when requesting information of an accident.
• Conducts skilled administrative tasks requiring use of automated office systems.

Skills

Effective communication

Recordkeeping

Customer service

Education

High School diploma or GED

Tools

Word processors

Database software

Spreadsheet applications

Job description

POLICE DEPARTMENT

Under direct supervision, the purpose of the position is to provide technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination and retention of Police records. Employees in this classification function in an entry-level capacity to 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.

• Greets and receives persons entering the department in a courteous and professional manner; assists persons seeking information and reports; assists officers, investigators, or other employees with records information as required.
• Processes general reports; classifies reports and completes statistical reporting; files and distributes reports as required.
• Conducts records checks as required in compliance with department, State and Federal procedures.
• Processes and answers mail; responds to telephone calls concerning City services.
• Classifies crimes for UCR (Uniform Crime Reporting) reporting according to guidelines; processes reports for UCR submittal and enters information into computer as necessary.
• Prepares, files and distributes criminal reports as required; provides releasable information.
• Receives, issues receipts and processes monies for report copies and record services.
• Files criminal reports, fingerprint cards, photographs and other miscellaneous information.
• Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information.
• Conducts computer entry of daily reports in a timely manner; processes daily accident, incident and arrest reports.
• Assists other police agencies in checking records; assists insurance companies when requesting information of an accident.
• Conducts skilled administrative tasks requiring use of automated office systems, e.g., computers, telephones, facsimile machines, photocopiers, calculators, adding machines.

ADDITIONAL POSITION FUNCTIONS

Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

High School graduation or GED equivalent; supplemented by some experience demonstrating ability to perform the essential functions of the work; must have general computer literacy skills with standard software packages.

Employee shall obtain the National Incident Management System ICS‑100 Introduction to the Incident Command System and IS‑700 National Incident Management System, An Introduction within six (6) months of employment. The following courses are designed to provide a baseline, as they introduce basic NIMS and ICS concepts and provide the foundation for higher‑level Emergency Operations Center‑ (EOC), MACS, and ICS related training.Knowledge of pertinent federal, state and local rules, regulations, ordinances, and other regulatory standards applicable to the work.

Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.

Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.

Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications.

Ability to maintain effective records maintenance and file management systems.

Ability to communicate effectively both verbally and in writing.

Ability to establish and maintain effective working relationships and communications with co‑workers, internal/external customers, department management and the public.

PHYSICAL REQUIREMENTS

While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 20 pounds. Some tasks require visual abilities. Some tasks require oral communications ability.