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Records Technician

2 months ago

Tampa FL USA, United States City of Ocala Full time
Job Title: Records Technician

Join the City of Ocala team as a Records Technician and play a vital role in maintaining the integrity and security of records entrusted to us. As a skilled and technical position, you will serve the public, act as a support unit within the department, and liaise between the Police Department and various local, state, and federal agencies.

Key Responsibilities:
  • Conduct background checks on individuals and become familiar with Florida State Statutes, phonetic alphabet, military time, department crime codes, and the Uniform Crime Reporting system.
  • Review a high volume of information regarding victims, run-a-ways, missing persons, defendants, subjects, stolen and recovered property, and enter data into various computer programs.
  • Sort, stamp, record, and file a variety of legal materials, scan documents into electronic filing systems, and research records requests.
  • Process arrest paperwork, enter data into the Records Management System (RMS), and enter traffic citations and review traffic crash reports.
  • Prepare written documents, including letters of correction or dismissal and memos to officers, using proper sentence structure, punctuation, and grammar.
  • Interact extensively with the public, City, department personnel, and other law enforcement agencies on the telephone and in person in a courteous and tactful manner.
  • Research and provide information by phone, in person, and by mail relating to crime, arrest, and traffic reports in accordance with Public Records laws.
  • Perform direct and indirect customer service to provide information concerning case reports as workload permits.
  • Review data requests and retrieve information from various databases, and direct contact, telephone contact, fax machine, and mail contact with the public is performed.
  • Fingerprint customers as needed, and requires continuous manual typing/data entry of all information needed for the proper reporting of crimes and calls for police service.
  • Audit records to ensure that State Statutes are adhered to, that victim information and property entries are accurate and complete, and classify incoming crime reports in accordance with the FBI Uniform Crime Reporting Criteria.
  • Track late reports, receive, store, and document incoming funds, issue receipts, and balance accounts with financial reports before submitting for deposit to the Ocala City Finance Department.
  • Respond to requests for information in compliance with Departmental policy, legal, and governmental guidelines, research cases, make copies of reports for Police Officers and the public, and assist in preparing the Crime Data Monthly Report.
  • Complete background checks for other agencies and the public, order office supplies, maintain electronic and paper crime, arrest, and incident report files, and ensure such records are properly retained in accordance with Department policy and procedures.
  • Access various local, state, and national law enforcement systems to enter and retrieve information, maintain and purge reports in accordance with city and state guidelines, and assist in cross-training of personnel.
  • Ensure delivery of designated copies of cases to the State Attorney's Office, Clerk of the Court, and Juvenile Court, route other copies of cases to the OPD Districts, Drug Task Force, Special Investigative Unit, City of Ocala, Ocala Fire Department, and the Department of Highway Safety and Motor Vehicles, and send crime statistics to the Florida Department of Law Enforcement.
  • Maintain accurate and complete records, and perform other work as assigned.
Requirements:
  • High school diploma or GED.
  • Correct English grammar, usage, and spelling.
  • Modern office methods and procedures.
  • Proper telephone techniques and procedures.
  • General knowledge of filing and answering telephones.
  • Map reading.
  • Ability to work with others.
  • Ability to learn the operating policies, procedures, and functions of the Department to which assigned.
  • Ability to adapt to change and changes in work conditions, and work in an environment of growth and innovation.
  • Ability to read, analyze, and interpret laws, codes, rules, and regulations impacting maintenance and release of information in law enforcement records.
  • Ability to learn to operate computerized systems.
  • Ability to use sound judgment in handling sensitive and confidential information.
  • Ability to carry out oral and written instructions and communicate clearly in person, on the telephone, or in written form.
  • Ability to evaluate situations and respond appropriately.
  • Ability to use a computer keyboard to enter and extract a variety of data and information.
  • Ability to perform a variety of administrative, general, and office support work.
  • Ability to deal tactfully and courteously with the public and other staff.
  • Ability to meet multiple deadlines.
  • Ability to constantly demonstrate cooperative behavior with colleagues, supervisors, and customers/clients.
  • Knowledge of modern office equipment, practices, and procedures.
Software Skills:
  • Intermediate: Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing.
  • Basic: 10-Key.
Additional Information:

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees, including health insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability, medical FSA, dependent care FSA, pet insurance, employee health and wellness center, voluntary cancer insurance, supplemental critical care insurance, supplemental accident insurance, legal plan insurance, deferred compensation plan, direct deposit, and employee assistance program.

The City of Ocala is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to creating an inclusive and respectful work environment that values diversity, equity, and inclusion.