NATURE OF WORK
This is skilled clerical technical work within a public safety environment operating computerized software programs in the processing and maintenance of criminal information files.
Employees in this classification are responsible for the accurate, rapid and effective evaluation, filing and retrieval of police records information. Duties include the operation of a computerized information system, a Records Management System (RMS), telephone systems, standard typewriter, fax, photocopier, and filing equipment. Major emphasis of the work is in the performance of varied duties pertaining to data processing formats to include receiving and coordinating information from other police agencies, customer service requests and minor financial transactions. Work is reviewed by a supervisor through observation of operations, conference and assistance on unusual or difficult problems. Work is performed in accordance with prescribed criminal records procedures
Examples of Duties:
Inputs, reviews and validates information and reports within a computerized Records Management System (RMS); interprets and translates computer coded data
Sorts and files criminal records material alphabetically, numerically and by other predetermined categories; retrieves material from files upon request and maintains records of materials removed
Deals with the general public, furnishing them copies of offense reports or accident reports; assists other law enforcement and military agencies with record checks, supplying a computer printout if the subject has a criminal record; assists other Police Department Divisions by furnishing copies of offense reports for court trials
Operates computer systems with various software programs for document storage and retrieval and spreadsheets or other equipment, similar in nature, for law enforcement record keeping
Receives and coordinates law enforcement information from other police agencies and relays and/or forwards information to other agencies
Conducts or assists with validations and audits on records from the Florida Department of Law Enforcement (FDLE)
Maintains active and archived computerized or hard copy records files according to Federal, State, and Local regulations and standard operating procedures of the Department
Completes or assists in the completion of monthly, semi-annual, and annual reports on the Uniform Crime Reports (UCR) for use by Department members and for submission to the FDLE
Maintains appropriate work logs; updates procedural manuals pertaining to the computerized information systems
Conducts financial transactions with the public relating to public records requests in accordance with City ordinances and State Public Records Law
Participates in auditing procedures as conducted by the City Finance Department regarding financial transactions
Prepares a variety of statistical reports for supervisors and may provide training to co-workers
Completes or assists in the completion of documents for destruction of Department records per Florida State Statutes. May be assigned as an assistant public records custodian
Responds to and testifies in court or provides depositions when required concerning the custody of records or any other related records unit tasks
Performs related work as required
Graduation from an accredited high school or G.E.D. equivalency diploma
PROOF OF EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)
EXPERIENCE AND TRAINING
One (1) year record-keeping experience utilizing computer equipment and related records software, preferable with experience working with a Records Management System (RMS) and/or AS400 computer system
Ability to type 30 correct words per minute (Typing test will be required if selected for interview)
Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds.
Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions.
Must have the ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of modern computerized equipment and software programs
Knowledge of data processing principles and practices
Knowledge of law enforcement and legal terminology and procedures
Knowledge of criminal charges as pertaining to statutory felonies and misdemeanors
Knowledge of court systems as to jurisdiction on specific charges
Knowledge of routing office practices and procedures
Ability to make decisions in accordance with procedures, laws, and police regulations and apply to specific problems
Ability to relate computer information to police record keeping procedures.
Ability to keep and maintain operations records
Ability to effectively communicate by telephone, in person or in writing with the public, department personnel, and other members of Federal, State and Local law enforcement agencies
Skill in the operation of computer equipment.
Ability to type thirty (30) words per minute accurately
Ability to work various hours when required
Ability to manage projects effectively and meet deadlines
Ability to manage multiple, high-priority assignments
Ability to communicate effectively and persuasively, both verbally and in writing
Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public
Ability to withstand pressure of competing priorities and varied responsibilities and work efficiently and effectively to develop win-win solutions