Entry Salary - $35,146.54 OPEN UNTIL FILLED

Under general supervision, the Police Records Specialist is responsible for advanced, technical, and customer service work related to the intake, maintenance, processing, redaction, dissemination and retention of official police records.

Employees in this classification performs complex administrative and technical work involving the receipt, review and processing of a variety of law enforcement records including duties of a specialized nature requiring additional training and/or certification as a notary public, FDLE NCIC/FCIC access, or uniform crime reporting technician. Work is performed under supervisory direction and with considerable latitude for exercising independent judgment within the framework of established policies and procedures.

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:

• Exercises independent judgment in the interpretation and application of City ordinances which are administered by the Police Department and refers to Paralegal and/or Legal Counsel where necessary.
• Coordinates with officials in other agencies including SAO, DCF, FDLE, DHSMV, and FBI, to ensure accurate and efficient reporting, auditing, and effective customer service.
• A primary desk responsibility will be assigned, while cross trained and required to maintain basic knowledge of all other desk responsibilities:
  • Public Record Requests - Handles public record requests from citizens, insurance companies, news media, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official police records consistent with applicable F.S. 119 State and/or Federal law and departmental policy. Performs redaction of exempt and confidential information according to F.S. 119 Public Record Law. Responsible for tracking time spent, billing of time, creating accurate invoices, tracking payment and dissemination of all police records.
  • Traffic Citations and Crash Reports - Verify and update records, process solicitor, handbill and occupational permits, disseminate background checks, transmit uniform traffic citations, DUI packets and distribute surrendered driver's licenses and tags. Distribute crash reports in accordance with F.S. 316.066.

• Alarm Ordinance - Verify alarm registrations, issue alarm permits, process alarm citation payments, prepare notices of false alarms, review and approve alarm incidents.
• Distribution of Police Reports - Collects and compiles case files and corresponding evidence for the State Attorney's Office and other state agencies as outlined in policy and statute. Performs redaction of exempt and confidential information according to F.S. 119 Public Record Law.
• Local Record Checks and Criminal Histories - Performs research using criminal justice information systems (CJIS) and confirms the existence and accuracy of arrest records and other information to fulfill records checks and record requests. Certify records for court proceedings. Performs redaction of exempt and confidential information according to F.S. 119 Public Record Law.

• Performs other duties as assigned.

Licenses, Certifications, and Equipment:
A valid State driver's license is required.
Uniform Crime Reporting proof of training is required.
Certified NCIC/FCIC Operator is required.
Ability to become Florida Notary certified.

Ability to complete and show proficiency in requisite Department training/skills within one (1) year of employment date is a requirement of the position.

Employees selected for this position must meet FDLE guidelines in order to access sensitive and/or confidential information. Applicants with arrest histories for felonies or serious misdemeanors may be denied access to this information and as such, will not meet the minimum qualifications for a position with the City of Clearwater.

This position is required to operate the below equipment, machines, tools, and other work aides:
Standard office equipment, such as: fax machine, copy machine, etc. Personal computer, related software, and other equipment as assigned.

Education and Experience:

High School Diploma, High School Equivalency Diploma or G.E.D. Certificate AND one (1) year of clerical, administrative, and/or technical office support experience using automated office equipment, preferably including some previous customer service or public contact; OR an equivalent combination of education, training, and experience may be considered.

Knowledge of -

• Uniform Crime Reporting/NIBRS Reporting
• Records management, dissemination, and disposal
• Handling cash and maintaining records
• Customer Service
• Police department practices and procedures
• Florida Public Records Law
• Florida Laws, City of Clearwater ordinances, and regulations
• Record keeping, report preparation, filing methods, and records
• General office policies and procedures; computers and general office equipment

• Organizing work and setting priorities to meet deadlines
• Understanding and applying laws inside the justice system
• Delivering competent direction upon inquiry
• Completing tasks given both orally and in writing
• Maintaining confidentiality and criminal files
• Establishing and maintaining strong office relationships
• Handling emergencies/stress/shifting priorities with tact and professionalism
• Operating a computer and related software
• Ability to adapt to changing technology
• Working successfully in a team environment and maintain successful working relationships with City employees and others in the Criminal Justice System
• Florida Certified Records Management