What are the responsibilities and job description for the Police Records Clerk (55864) position at CITY OF COCOA BEACH?
GENERAL STATEMENT OF JOB
Under general supervision, performs a variety of clerical duties for the City of Cocoa Beach Police Department. Work involves data entry using specialized Records Management software, answering telephones, responding to email correspondence, and assisting internal and external customers. Employee is responsible for the reconciliation of a variety of police reports/citations, etc. Tasks include scanning and electronically filing case reports, compiling statistical reports, handling money processing mail. Employee is also responsible for fingerprinting customers and delivering documents to various offices. Duties assigned to employees in the position may vary according to allocation or rotation of workload and/or specific needs of the office. Reports to the Records and Evidence Manager.
Assists with intake, receiving, reviewing, logging, storing and disposal of all property and evidence collected by the department to include secured bays and impounds. Returns property when appropriate, using proper department procedures and applicable state statutes. Issues letters for found/safekeeping property.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
- Answers telephones, responds to email correspondence, and greets visitors at front desk; receives inquiries and provides information or refers caller to proper official or agency; searches files, as necessary, to locate requested documents, and prepares documents for requesting parties.
- Maintains a variety of electronic and paper files, filing items according to established systems and retrieving material as requested or as otherwise necessary.
- Types correspondence in response to requests for information received via mail, facsimile transmission, or email, assuming responsibility for spelling, punctuation, grammar, and format.
- Retrieves and summarizes data from computer records to prepare a variety of periodic statistical reports; deliver reports and records to various offices as required.
- Sorts and delivers incoming mail.
- The ability to use web-based programs and maintain the level of confidentiality that comes with same.
- Must be able to multi-task.
ADDITIONAL JOB FUNCTIONS
- Fingerprints residents.
- Acts as a Records staff representative to Sworn Officers as applicable.
- Trains, assists, and advises newly hired Records & Evidence Clerks, ensuring adherence to established policies, procedures and standards.
- Assumes duties of Department secretarial and/or clerical personnel, as necessary, ensuring adherence to policies, procedures, and quality standards.
- Performs other related work as required.
MINIMUM TRAINING AND EXPERIENCE
Graduation from high school and 4years of recent experience in clerical work; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
SPECIAL REQUIREMENT
Possession of a valid Florida driver's license.
Candidates for this position must be able to pass the Florida Criminal Information Center (FCIC) and National Criminal Information Center (NCIC) background check to gain access to the Florida Department of Law Enforcement (FDLE) databases.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated machines which include a computer, mobile telephone, calculator, copier, facsimile machine etc. Must be able to exert more than 50 pounds of force occasionally, and/or up to 25 pounds of force, frequently, and/or 15 pounds of force constantly to move objects. Work may involve walking and standing. Physical demand requirements are for Medium Work.