Records Specialist

GENERAL PURPOSE:

Performs a variety of professional, administrative, analytical, and technical duties in support of the Winter Park Police Records Division. This is an advanced clerical support position requiring considerable independent judgement, which involves responsibility for proper maintenance of police records and associated documents as required by administrative rules, regulations, and Florida state statutes. Work is performed under the general direction of the Records Supervisor and is evaluated through observation and results achieved. This employee works under the general direction of a Records Supervisor; however, day-to-day operations require the exercise of considerable independent judgement and initiative. Work is reviewed periodically through analysis of reports, conferences, and by the observation of results obtained.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Maintain compliance with Federal, State, and local laws relating to police records, including compliance with Florida State Statutes Ch.119; maintain records in compliance with FCIC/NCIC rules and regulations.

Maintain strict confidentiality of reports, files, and documents.

Responds to requests for confidential law enforcement information by retrieving information form the Records Management System. Provides properly redacted reports in compliance with Florida State Statute and ensures accuracy of the information retrieved for distribution to the public. Prepares detailed cost estimates for public records requests requiring redactions and extensive review.

Processes and distributes requests for information and paperwork from departmental members, State Attorney's Office, other agencies and the public. Prepares statistical data for in-house departmental needs, state reporting and public records requests.

Responsible for comprehensive review of all criminal reports, and arrest reports ensuring they are properly coded for compliance with the Uniformed Crime Reporting program (UCR), National Incident- Based Reporting System (NIBRS) and Florida Incident-Based Reporting System (FIBRS) guidelines prior to transmission to the State and Federal government agencies. Reviews and validates report content during transcription for errors. Updates specific statistical requirement reports: Supplemental Homicide Report and Law Enforcement Officers Killed or Assaulted (LEOKA) report for submission to FDLE.

Serves as the liaison for the repository of all official department records. Manages records destruction, juvenile civil citations, adult civil citations, Notices to appear, sealing and expungement in a timely manner within State guidelines.

Receive, verify, and input information obtained from incident reports, arrest reports, accident reports, citations and various other information into applicable databases and records management systems with the highest degree of detail and accuracy. Organize reports according to priority; refer to established policy/procedures in carrying out assignments.

Ensure accurate filing, retention, release, and disposition processing of police reports, traffic citations, parking citations, and other department documents.

Receives subpoenas for agency and prepares them for dissemination.

May travel to deliver documents to other city, county, or state offices as required, to fulfill department needs.

Provides counter service which requires responding to requests in person and by telephone. Assist customers with contesting of tickets with the traffic or parking enforcement. Process payments received by mail or in person.

Receives and processes incoming mail and packages.

Attends and participates in professional group meetings and applicable trainings; stays abreast of new trends and innovations in the field of records management.

Performs other related duties as required and other such work as may be assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (intermediate to advanced level) of business English, spelling, grammar, punctuation and arithmetic, able to communicate clearly and concisely, orally and in writing.

Knowledge (intermediate to advanced level) of public records and disclosure regulations (FS Chapter 119), record destruction schedules regarding public records statutes, report preparation, modern office practices and procedures, filing methods, and records management techniques.

Knowledge of conducting comprehensive reviews of criminal and arrest reports ensuring they are properly coded for compliance with the Uniformed Crime Reporting program (UCR), National Incident- Based Reporting System (NIBRS) and Florida Incident-Based Reporting System (FIBRS) guidelines prior to transmission to the State and Federal government agencies.

Knowledge of court ordered seals and expungement.

Knowledge of (Basic to intermediate level) of local, state, and federal regulations as it applies to law enforcement records.

Knowledge of the organization and functions of the records department and of general administrative policies and procedures.

Knowledge of modern police recordkeeping procedures and practices, police forms, records, and terminology.

Knowledge (Basic to intermediate level) of Cafe Management System or similar record management system.

Skill (intermediate to advance level) in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.) and Adobe Acrobat.

Skill in data entry and proofing of text and numerical entries.

Skills in organizing resources, establishing priorities, communicating and presenting clear and concise oral and written reports and recommendations.

Ability and skill to deal courteously and effectively with the public in processing complaints.

Ability to maintain confidentiality.

Ability and skill to deal courteously and effectively with the public in processing complaints.

Ability to type 35 wpm.

Ability to multitask, while giving close attention to detail and accuracy.

Ability to establish and maintain effective working relationships with the public, fellow employees, other police department personnel and outside professional associates.

Ability to deal with stressful conditions in a calm and professional manner.

Ability to safely operate a motor vehicle.

Ability to support the Mission, Vision, and Core Values of the Winter Park Police Department.

This position is performed with working knowledge-the incumbent must have the ability to recall and apply important/commonly-used information from relevant source documents or in a particular subject field, and utilize reference guides and documents when necessary.

MINIMUM QUALIFICATIONS:

A minimum of a high school diploma or GED is required.

A minimum of two (2) years of records maintenance or related experience is required. Preferred candidate will have experience working for a law firm, government entity and/or law enforcement agency. An Associates or Bachelor's Degree in related coursework and Notary Public designation is preferred. Bilingual in English/Spanish is preferred.

Must pass a law enforcement background investigation and polygraph examination.

Must possess and maintain a valid State of Florida Driver's license.

Must possess or obtain FCIC/NCIC certification within six (6) months of employment.

Able to 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.

Ability to become certified, knowledgeable and proficient in various law enforcement systems.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and employee and is subject to change at any time by the City as the needs of the City and requirements of the job change.