Police Records Specialist
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)
- Assists the public, employees and other agencies in obtaining police related information in person or telephone and direct persons to appropriate personnel.
- Reviews, inputs, and processes police related documents, uniform traffic citations, and responds to requests for documents from various departments.
- Files police reports and related documents and maintain organized and accurate filing system.
- Reviews and processes requests for background checks.
- 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.
- Organizes materials according to priority; refers to established procedural guidelines in carrying out assignments.
- 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.
- Date entry of traffic citations and audits database for accuracy; prepare transmittal sheet and send to Clerk of Court with original citations.
- Scan, image, or enter handwritten, offense, traffic and supplemental reports and documents into electronic management system.
- Maintain records of major crime reports and summarized for reporting purposes; purge records that meet retention period guidelines.
- Notify officers of incomplete or inadequate report information.
- 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.
MINIMUM QUALIFICATIONS: High School Diploma or GED and two (2) years clerical experience, or any equivalent combination of training and experience.
Last revision date: May 2006