Records Clerk (Police Department)

COMPANY OVERVIEW

Facility Contract Services is a Florida-based contract services company, responsible for the employment and management of personnel for municipal clients. Facility Contract Services is currently seeking dynamic and goal-driven employees for the City of Pembroke Pines Police Department. Employees who are motivated to take on today’s greatest challenges and rewards in the field of local public service and who are passionate about making a difference in local government. This exciting opportunity in the City of Pembroke Pines operates 4 days a week (Monday through Thursday 7:00 A.M. to 6:00 P.M.) and offers excellent compensation and benefits including health insurance and 401(k) with a Company match.

SUMMARY

Under general supervision, provides primary clerical support to a department or functional area. Knowledge of the department and excellent keyboard skills are crucial to this position. Duties include a variety of clerical tasks, including non-routine administrative matters and heavy public contact work. In addition to the general responsibilities of Records Unit personnel, this position will have the primary responsibility as Court Liaison or NIBRS Specialist. Work is reviewed through conferences, observation of work in progress, and written reports for results obtained and adherence to established policies and procedures.

RESPONSIBILITIES AND DUTIES

1. Maintains filing systems of correspondence, forms, cards, receipts, permits, applications, plans, reports, and records; maintains log books, ledgers or other audit and tracking records; updates code books or policies manuals; and documents billing.
2. Responds to telephone or two-way radio inquiries; greets the general public, contractors, and vendors; provides information and directs callers; acts as a receptionist.
3. Operates a photocopier, shredder, computer printer, calculator, facsimile machine, binding machine, typewriter, microfiche, Dictaphone, NCIC/FCIC teletype machine, stamp machine, or cash register.
4. Opens, sorts and distributes correspondence; inventories and requisitions supplies and equipment; issue and processes permits.
5. Acts as a liaison between superiors and subordinates, and the general public.
6. Generates statistics; requests additional information as needed; researches, collects and compiles data; verifies report for accuracy; collates reports.
7. Responds to or directs inquiries to appropriate personnel or department; may assist and direct subordinate clerical staff.
8. Types and proofreads correspondence, reports, forms, permits, bids, applications, invoices, purchase orders, records, memoranda, and letters from notes, copy of rough draft; tables minutes of meetings.
9. Processes employee payroll records; processes payments; collects monies; updates account payable records and vendors lists; maintains appointment calendar; schedules meetings and activities.
11. Prepares and maintains spreadsheets to facilitate creation of National Incident-Based Reporting System (NIBRS) and court related reports.
12. Proofreads reports, forms, records, and documentation for accuracy. Identifies and corrects NIBRS errors.
13. Submits monthly NIBRS reports for use by department personnel and submission to FDLE.
14. Conducts or assists with validations and audits on records from the Florida Department of Law Enforcement (FDLE) and Florida Highway Safety Motor Vehicle (FLHSMV).
15. Prints, reviews, organizes, and transmits citations and crash reports to the appropriate court or entity.
16. Assists in preparation and delivery of the weekly Court Agenda and Dockets.
17. Maintains and updates the calendar and schedule for court appearances by department personnel and distributes subpoenas.
18. Maintains and processes compensation requests of standby and mandatory subpoenas and generates transmittals of qualifying compensation to Police Payroll.
20. Responds to communications from Witness Liaisons, Assistant State Attorneys, Public Defenders Office, private law offices, and neighboring agencies.

REQUIREMENTS:

A. Training and Experience:
High School Diploma or GED; supplemented by two (2) years of responsible clerical experience including use of computers and standard software applications such as Microsoft Office, Windows 2000, and other software or an equivalent combination of training and experience.

B. Knowledge, Abilities, and Skills:

• Knowledge in traffic citation and case file submission.
• Knowledge in subpoena processing.
• Knowledge in NIBRS correction and reporting.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Knowledge of modem office terminology, methods, practices, procedures and filing systems.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, and the general public.
• Ability to work shifts if required by Department.
• Ability to perform basic mathematical computations.
• Ability to operate and to become certified in the use of automated systems as listed in essential functions if required.
• Ability to interpret and apply established policies and procedures.
• Ability to communicate information tactfully and impartially.
• Ability to maintain complex records and prepare reports.
• Ability to develop, install and communicate clerical procedures from general instructions.
• Ability to transcribe material from sound recordings.
• Ability to establish and maintain filing systems.
• Skill in the operation of automated office equipment as listed in essential functions.
• Skill in creating and maintaining filing systems.

BENEFITS:

One of the many advantages of working with the Vesta Property Services family of companies is the great benefits that we offer to you and your eligible dependents. We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few. Benefits are offered to full-time employees (30+ hours per week).

AAP/EEO Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, sexual orientation, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG-FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Facility Contract Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Facility Contract Services employees and to the security of the company's equipment and facilities. For these reasons, Facility Contract Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.