General Statement of Job
Under direct supervision, performs routine clerical work in support of the Police Department. Work involves processing documentation, performing data entry, preparing documents, answering telephone calls, providing customer service, and maintaining records.
Specific Duties and Responsibilities
Essential Functions:
Data entry of Reports, notices of violation, citations & other documents. Enters, corrects and voids citations and parking tickets.
Processes new officer applications to be certified by FDLE.
Answers telephone calls and greets visitors. Manages the lobby and directs visitors and officials to the appropriate venue or office.
Enters service calls through CAD.
Enters Declined to File and Approved for Filing Case Cover Sheets and edits any necessary information.
Processes personnel/payroll documentations.
Prepares body cam footage for reviewing and records retention.
Must have knowledge of the GS1 and GS2 records retention schedules.
Processes criminal info; performs background checks; organizes incident/accident reports, etc.; files tickets and reports; audits supplements.
Provides clerical support for an assigned department. Receives, distributes and processes mail. Accepts and processes subpoenas.
Provides customer service and advises customers.
Processes payments for fingerprinting, parking tickets, background checks, accident reports, etc. Processes Purchase Orders.
Minimum Education and Training
High school diploma or GED; supplemented by previous experience or training involving general office work, customer service, data entry, computer operations, and/or experience in Law enforcement records; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Florida Notary Public certification. Must possess and maintain a valid state of Florida driver’s license. Obtain & maintain certification to FCIC/NCIC system. Obtain & maintain standards as required by CJIS.
Minimum Qualifications and Standards Required
Skill Requirements:
Has general knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Records Clerk I. Has knowledge of the practices and procedures associated with clerical/general office work. Has considerable knowledge of modern office practices, methods, and procedures. Has knowledge of the operation and maintenance of office equipment typically utilized within the position. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Use MS Office products and use Sungard Public Sector software products.
Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information.
Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department. Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner.
Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed. Must type at least 35 WPM.
Physical Requirements:
Must be physically able to operate a variety of office machines, tools and equipment, such as a computer, printer, scanner, telephone, postage machine, cash register, and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-20 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all City departments/divisions, co-workers, and the general public.
Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.
Working Conditions:
Works primarily in an office environment. Possible night or weekend hours.
Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.