Police Records Associate

GENERAL DESCRIPTION OF CLASS

This administrative support position is responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of Police Records. Employees in this classification perform a variety of Police Records and information systems work in response to internal and external requests requiring the application of communication skills and considerable knowledge of departmental operations and procedures, State of Florida Public Records Law, and the Federal Privacy Act. Work requires the exercise of initiative, independence, and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation, and analysis of reports and results achieved.

ESSENTIAL FUNCTIONS AND ADDITIONAL FUNCTIONS

The following examples do not necessarily identify duties performed by any single incumbent. The following information is intended to be descriptive of the responsibilities of the classification.

• Processes criminal reports, fingerprint cards, photographs, returned checks, false alarms, and other miscellaneous information
• Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information.
• Processes uniform traffic citations for transmittal to the Clerk’s Office and Department of Motor Vehicles.
• Performs computer entry of daily reports promptly; process daily accident, incident, and arrest reports.
• Handles customer requests from citizens, insurance companies, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official Police Records consistent with applicable State and/or Federal law and departmental policy.
• Receives, issues receipts, and processes monies for report copies and record services.
• Prepares files and distributes criminal reports as required; provides releasable information following Florida Public Records Laws
• Reviews or enters information on reports for accuracy, completeness, and compliance with the Police Department’s computerized records system before filing all documents received.
• Validates all applicable NCIC/FCIC entries by comparing the NCIC/State printout to the original source document(s) and verifying the status of the entry with the appropriate authorities following established state/federal/agency procedures to ensure that they are complete, accurate and up to date.
• Prepares invoices and accepts certain payments for requests and maintains records of payments received.
• Assists with keeping an inventory of citations and will adhere to a strict policy for signing out books.
• Trains, assists, and advises newly hired Records Specialists, ensuring adherence to established policies, procedures, and standards.
• Prepares and scans documents as part of the records retention program required by the State of Florida.
• Participates in training classes, seminars, and simulations exercises (if applicable) designed to enhance job-specific skills, knowledge, and abilities or to fulfill specific requirements.
• Analyzes all reports to facilitate the merge process after supervisor approval, which is the essential function that allows reports to become available to the courts, the public, other agencies, and internally.
• Scrutinizes all case/arrest reports for completeness.
• Tracks FIBRs (Florida Incident-Based Reporting) and corrects errors daily.
• Runs a weekly compliance report on FIBRs edits to ensure that our monthly total is under a 4% error rate allotted by the state of Florida.
• Modifies and adds Florida state statutes, gun make/models, and vehicle make/models.
• Consolidates subject names in the master name index to reduce duplication.
• Processes court-ordered sealed and expungements.
• Completes background checks for internal personnel, police applicants for other agencies, and the military.
• Processes and distributes the internal and external mail.
• Processes chauffeur permits for taxi drivers within the city limits of Lakeland.
• Reviews, logs, and responds to public records requests.
• Identifies, performs, or coordinates the redacting of confidential, exempt, and sensitive information in responsive records following Florida law.
• Updates knowledge and understanding of technology and public records law continuously.
• Work efficiently while effectively prioritizing new requests and related requirements.
May be required to work overtime or alternate hours as necessary for the efficient operation of the department.

• Performs related work as required.
• Position may be designated as Mission Critical by Department Director.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE) AND SPECIAL REQUIREMENTS

• High School diploma from an accredited school or its equivalent.
Five (5) years of experience performing progressively more complex secretarial/clerical duties.

• Must possess and maintain a valid driver’s license.
• Must maintain a valid telephone number.
• May be required to accurately keyboard at the rate of 30 words per minute.
• Familiarity with Laserfiche preferred.
• Must pass a truth verification examination.
• Must acquire an understanding of LPD Agency General Orders and CFA (Commission for Florida Law Enforcement Accreditation).
• Must obtain and maintain Notary Public status with the State of Florida within three (3) months of employment.
• Obtain a certified NCIC/FCIC operator within three (3) months of employment.
• May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

KNOWLEDGE, SKILLS, ABILITIES AND WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• Knowledge of business English, spelling, and punctuation; office practices and procedures, including various computer software applications.
• Knowledge of State and Federal laws relating to records management and the dissemination of public and private information (FSS 119).
• Skill in operating computers and standard office equipment.
• Ability to make arithmetic computations and tabulations rapidly and accurately.
• Ability to readily acquire and make minor decisions from working knowledge of applicable regulations and related division policies and procedures.
• Ability to maintain the confidentiality of sensitive and exempt criminal justice information
• Ability to communicate tactfully and courteously with the public, employees, and officials and establish and maintain harmonious working relationships with other employees.
• Ability to solve problems logically and expeditiously.
• Ability to prepare and maintain correspondence, reports, records, and perform routine office management details without referral to a supervisor.
Ability to prioritize work to meet time constraints.

• Requires sedentary work that involves walking or standing some of the time, exerting up to 35 pounds of force regularly, and routine keyboard operations required.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.