Records Clerk I

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

Job summary

The City of Kissimmee Police Department seeks a Records Clerk I to perform general and specialized office support, including data entry, processing public records requests, and assisting the public at the front counter and over the phone.

The role requires a high school diploma or GED and experience in office work or law enforcement records, with background checks and certifications as part of the onboarding process. Numerous clerical duties support department operations.

Qualifications

• High school diploma or GED with experience in general office work and data entry.
• Must pass fingerprint-based background check and CVSA polygraph and obtain required certifications.
• Proficiency in MS Office; familiarity with records software is preferred.

Responsibilities

• Data entry of reports, notices of violation, field contacts, citations and related documents.
• Process public records requests via JustFOIA with timely acknowledgments and redactions as required by law.
• Answer phones, greet visitors, and manage the lobby and direct visitors.
• Enter Declined to File and Approved for Filing case sheets and edit information as needed.
• Route time-sensitive reports and distribute confidential documents to agencies.
• Prepare body cam footage and 911 audio for review and retention.
• Process criminal citations and case reports for state prosecution and conduct background checks.
• Provide clerical support, process mail, and handle subpoenas.

Skills

MS Office

Data entry

Typing 35 wpm

Communication

Office procedures

Education

High school diploma or GED

Tools

Public sector records software

Job description

General Statement of Job

Under direct supervision performs a wide variety of general and/or specialized office support, clerical, and technical work in support of the Police Department. Work involves processing documentation, retrieving, and redacting confidential law enforcement data and information, performing data entry, receiving and providing assistance to the public at the front counter and over the telephone, and providing other support and assistance to other non-sworn functions and activities of the Police Department.

Duties & Responsibilities

• Data entry of Reports, notices of violation, field contacts, citations & other documents. Enters, corrects, and voids citations.
• Processes public records requests for Kissimmee Police Department through JustFOIA. Provides timely acknowledgment of requests, verifies the accuracy of the information being processed, and performs appropriate redactions as required by law.
• Answers telephone calls and greets visitors. Manages the lobby and directs visitors and officials to the appropriate venue or office.
• Enters Declined to File and Approved for Filing Case Cover Sheets and edits any necessary information.
• Route time-sensitive reports and distribute confidential documents to other agencies.
• Prepares body cam footage and 911 audio for reviewing and records retention.
• Processes criminal citations and case reports for state prosecution; conducts background checks; reviews incident and accident reports; and audits supplements.
• Provides clerical support for an assigned department. Receives, distributes and processes mail. Accepts and processes subpoenas.
• Provides customer service and advises customers.
• Processes payments for fingerprinting, background checks, alcohol permits, accident reports, repair tickets, etc.
• Maintains high standards of accuracy in exercising duties and responsibilities. Communicates effectively with all departments and divisions of the City, as well as co-workers and the public in general.
• Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards, and prescribed procedures.
• Demonstrates analytical judgment in assigned responsibilities. Identifies problems or situations as they arise and specifies decision objectives. Provides assistance in identifying alternative solutions to problems and situations. Ensures that decisions are made in accordance with prescribed and effective policies and procedures, and with the minimum of errors. Consults with experts and conducts research on problems, situations, and alternatives before making a decision.

Minimum Education and Training

High school diploma or GED; supplemented by previous experience or training involving general office work, customer service, data entry, computer operations, and/or experience in Law enforcement records; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must submit to, and pass, a fingerprint-based national criminal history record check and CVSA polygraph. Must possess and maintain a valid state of Florida driver’s license. Upon hire, must be able to obtain and recertify Criminal Justice Security Awareness training as necessary, as well as maintain FCIC/NCIC and CJIS certifications. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job.

Skill and Knowledge Requirements:

• Has general knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Records Clerk I. Has knowledge of the practices and procedures associated with clerical/general office work. Has a thorough understanding of modern office practices, methods, and procedures. Possess knowledge of the operation and maintenance of typical office equipment. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Use of MS Office products. Public sector law enforcement software products are preferred but not required.
• Be familiar with the laws, ordinances, standards, and regulations related to the specific duties and responsibilities of the position. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information.
• Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department. Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant.
• Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed. Preferred the ability to type 35 WPM.

Physical Requirements:

Employees performing this job are often required to exert light physical effort in sedentary to light work that may require lifting, carrying, pushing and/or pulling of objects and materials weighing between 5 and 20 pounds).

Working Environment:

Work is performed primarily in a standard office environment, may require to work night or weekends.

Other:

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.