POLICE RECORDS ASSISTANT

Posting number: 102-13

Department: POLICE DEPARTMENT

Job classification: POLICE RECORDS ASSISTANT

Posting type: Open

Categories: Records Management

Summary

This is a non-exempt position which requires advanced and varied clerical work in the Records Division of the Police Department, in compliance with state statues and department procedures.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Examples of duties

Manages the preparation, data entry, and maintenance of applicable Police Department records in accordance with existing laws, procedures and methods.

Compiles all required documentation and evidence to ensure that all criminal cases, misdemeanor arrest, including cases of domestic violence, DUIs, juveniles, and warrants/capias, are filed in a complete and timely manner with no missing evidence or documents. 

Prepares correspondence from various sources. 

Sorts, updates, and files a variety of records including offense reports, citations, accident reports, and various other departmental reports and documents.

Performs a wide variety of receptionist duties for the Records Division. 

Processes mail and reports service requests for various cases. 

Ensures citations are delivered to court in a timely manner and are properly logged in the recordkeeping system.

Collects and forwards fines and fees as needed.

Inputs and updates various data and information on applicable database.

Performs related work as required and as directed.

Qualifications

Knowledge of the functions and properties of proper recordkeeping and record maintenance.

Knowledge of data entry and retrieval.

Knowledge of modern office practices and procedures.

Knowledge of proper telephone etiquette and procedures.

Skill in written and verbal communication.

Skill in computer literacy with an emphasis on Microsoft Office programs, and the ability to learn new applications

Ability to enter and retrieve computer data.

Ability to maintain index filing systems and classify document material for filing purposes. 

Ability to compile and maintain accurate records. 

Ability to understand and follow instructions and to complete work assignments correctly and effectively.

Ability to maintain confidentially, prioritize work assignments, and work independently. 

Ability to communicate effectively and to establish effective working relations with other municipal employees, city officials, and the general public. 

Education and Experience:
High school diploma or equivalent; Working knowledge of public records law is preferred. Supplemented by a minimum of 6 months of related experience in general office work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Licenses and Certifications:
Valid State of Florida driver’s license

DOCUMENTS REQUIRED TO APPLY: 
Applications which do not include specified documents below will not be processed. 

Applicant Background Information Form with notarized signature.  Download and complete form here.

HIRING PROCESS:
The hiring process may take up to 6 months. If you fail any part of the hiring process, you can reapply after 1 year.
•Oral Board Interview: Only those who meet the required/preferred experience with demonstrated employment history. 
•Computer based skills testing: Assesses selective attention, speech recognition, written comprehension, and critical thinking. *
•CVSA Examination (Polygraph): Includes questions about your past criminal activity and drug use. 
•Background Investigation: Criminal history, employment, military service records, education, credit, social media and associations. 
•Psychological Evaluation: Assesses mental and emotional suitability. *
•Medical Examination: Assesses your ability to perform the job.
•Drug Testing: All applicants will be tested for drugs and alcohol. 

* Not applicable to all positions. Supplemental information

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Work requires the ability to sit for prolonged periods of time.