Police Records Specialist

  • 008343

SUMMARY: Under limited supervision, performs a variety of maintenance, compilation, retrieval and distribution of official police documents and information. Responsible for Uniform Crime Reporting (UCR) and maintenance of the Pistol Records Management System for quality control purposes, and performs related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
  1. Assists the public, employees and other agencies in obtaining police related information in person or telephone and direct persons to appropriate personnel.
  2. Reviews, inputs, and processes police related documents, uniform traffic citations, and responds to requests for documents from various departments.
  3. Files police reports and related documents and maintain organized and accurate filing system.
  4. Reviews and processes requests for background checks.
  5. Processes mail requests for offense and crash reports daily; provide copies daily of police reports for other agencies and review responses for quality; complete daily productivity reports.
  6. Organizes materials according to priority; refers to established procedural guidelines in carrying out assignments.
  7. Maintains and produces police related documents for various reviews; distribute printed copies; updates various police reports; accesses, enters data and updates local, state and federal computer databases.
  8. Date entry of traffic citations and audits database for accuracy; prepare transmittal sheet and send to Clerk of Court with original citations.
  9. Scan, image, or enter handwritten, offense, traffic and supplemental reports and documents into electronic management system.
  10. Maintain records of major crime reports and summarized for reporting purposes; purge records that meet retention period guidelines.
  11. Notify officers of incomplete or inadequate report information.
  12. Maintain quality control of Validation file according to Florida Department of Law Enforcement (FDLE) guidelines.
  • Knowledge of local, state and federal regulations affecting work.
  • Knowledge of public records and disclosure regulations.
  • Knowledge of departmental policies and procedures.
  • Knowledge of English usage, spelling, grammar and punctuation.
  • Skill in effectively dealing with the public and other agencies.
  • Skill in maintaining complex alpha and numeric filing systems.
  • Skill in operating standard office equipment including a personal computer and related software.
  • Ability to communicate both orally and in writing.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves light work generally in an office setting. There is frequent need to sit, talk or hear, use hands to finger, handle or feel and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: High School Diploma or GED and two (2) years clerical experience, or any equivalent combination of training and experience.

FLSA Code: Non Exempt
Last revision date: May 2006
Overtime: Yes
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