Records Clerk

4 days ago

Miami, United States City of Aventura Full time

DESCRIPTION
The City of Aventura is accepting applications for a full-time Records Clerk position with the Aventura Police Department.

The Records Clerk position's purpose is to perform various administrative activities to support law enforcement personnel and the public under the Administrative Division. Classification and entry of reports in compliance with the Florida Department of Law Enforcement (FDLE) and National Incident-Based Reporting System (NIBRS/FIBRS) with the Records Division of the Aventura Police Department. Duties include entering, querying, retrieving, validating and/or processing data in various database systems. Incumbents accomplish unit functions by rotating assigned work areas and participating in cross-training to ensure satisfactory performance in all records functions.

Candidates will be required to complete and upload a Personal History Questionnaire after initial application review. 

You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.
DUTIES & RESPONSIBILITIES
Receive and review all Agency Sealed and Expunged Court Orders
 
Fulfil all in-house media request (i.e., radio & phone transmissions, GPS data). 
  
Fulfill all records request pertaining to E911 tape request; police radio transmission tapes; in-car video tape request; TVMS video tape request; police records which may include incident, arrest, accidents, citations; perform other duties as directed by a supervisor.
 
Redact all confidential information prior to releasing; review all submitted public record information from individual units prior to releasing in order to ensure all confidential information is redacted; provide the bulk public records request; handle all court subpoena public records request. Ensures that public records law and the guidelines of Chapter 119 are followed as it pertains to the dissemination of public records requests.
 
Comply with Sealed and/or Expunged court order; act as liaison between the County and State; notify all affected units to provide requested documentation for sealing/expungement; verify any maintained documents in affected units are properly redacted.
 
Manage and maintain all police reports. Review all reports from officers for completeness and follow-up.
 
Accountable for all reports with a generated case number.
 
Accountable for all arrest reports.
 
Accountable for all citations issued.
 
Classification and entry of records in compliance with Florida Department of Law Enforcement (FDLE) and National Incident-Based Reporting System (NIBRS/FIBRS).
 
Completes searches in the different CAD programs; prints CAD printouts and logs.
 
Running local Clearance Checks.
 
Organizing completed transmittals to be mailed to designated locations.
 
Data entry requires all pertinent information to be accurately entered into selected fields in the Records Management computer system.
 
Complying with requests from the public for copies of reports.
 
Assists the public by phone pertaining to records functions. Determines nature and urgency of calls, and coordinates appropriate response.
 
Provides a variety of police related information to the public and governmental agencies. Filing all pertinent reports or logs in numerical or alphabetical order.
 
Receives requests from officers for special or specific information; follows up with appropriate information and relays the same back to the officer.
 
Participates in a variety of correspondence, reports and other materials requiring independent judgement as to the content, accuracy and completeness.
 
Collection of monies received pertaining to records job functions.
 
Performs other duties as assigned or as may be necessary.
QUALIFICATIONS & REQUIREMENTS

DESIRED MINIMUM QUALIFICATIONS

General: 

  1. Must be 21 years or older at the time of employment;
  2. Must possess, or be able to obtain by time of hire, a valid Florida driver's license without record of suspension or revocation in any State;
  3. No felony convictions or disqualifying criminal histories within the past seven years;
  4. Must be able to read and write the English language

Education and Experience:  High school diploma or GED equivalent

Necessary Knowledge, Skills, and Abilities: 

  1. Some knowledge of modern law enforcement principles, procedures, techniques, and equipment;
  2. Some skills in the operation of most of the tools and equipment are listed below.
  3. Ability to learn the applicable laws, statutes, and department rules and regulations; Ability to communicate effectively orally and in writing; Ability to establish and maintain effective working relationships with peers and supervisors; Ability to follow verbal and written instructions; Ability to learn the City’s geography.
  4. Ability to accurately handle and record monies received.
SPECIAL REQUIREMENTS
 
Must successfully pass a pre-employment drug screen, polygraph, and background investigation.
 
SELECTION GUIDELINES
 
A formal application, rating of education and experience, oral interview, reference check, and job-related tests may be required.

Candidates must complete and upload a Personal History Questionnaire after the initial application review. 
SUPPLEMENTAL INFORMATION

SUPERVISION RECEIVED 

Works under the supervision of the Records Manager.  Work is performed under general supervision with latitude for use of independent judgment within established guidelines and procedures.

SUPERVISION EXERCISED 

None

TOOLS AND EQUIPMENT USED 

Desktop computer, including specialized software, scanner, phone, calculator, fax machine, copy machine. 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or operate objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move objects. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment is usually quiet to moderately noisy. 

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