Police Records Technician I

Description

This technical and administrative support position is responsible for maintaining the accuracy, security, and dissemination of official police records. The incumbent serves as a liaison with FDLE, the State Attorney’s Office, and other local, state, and federal agencies. The role requires strong attention to detail, confidentiality, and customer service. Depending on level assignment (Technician I or II), responsibilities may include quality assurance, data integrity for criminal records, and compliance reporting (e.g., National Incident-Based Reporting System / NIBRS).

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES
Police Records Technician I:
Customer Service: Answer telephones and greet citizens at the front window. Provide answers to questions regarding the Police Department or basic report questions or be able to direct them to the proper person/department.
Finance: Take payments for public records requests, background checks, and fingerprints Enter payments into a cashiering system. Maintain a balanced cash drawer
Records and Data Entry: Enter public records request received from the mail or fax into the public records system. Enter trespass warnings, written warnings, Baker/Marchman Acts, and tow sheets into the appropriate computer program. Review and approve/reject crash reports
Public Services: Local background checks and fingerprinting. Provide basic records: crash reports, CAD reports, consolidated incident reports.

Performs other job-related duties as assigned to support departmental goals.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• High School diploma or GED required,
• Plus, specialized schooling and/or on the job education in a specific skill area. For example, data processing, clerical/administrative, equipment operation, etc., plus 6 months related experience or training.
• Or equivalent combination of education and experience.
• Must be able to become a notary public and will be required to take classes in report writing, confidentiality in police records, basic public records and taking fingerprints.

Supplemental Information

ANALYTICAL ABILITY / PROBLEM SOLVING
MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.
PLANNING
With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. LIMITED RESPONSIBILITY
DECISION MAKING
Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;
COMMUNICATION SKILLS
Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide numbers. Ability to perform these mathematical skills using money and other forms of measurement.
CRITICAL THINKING SKILLS
Ability to use common sense understanding in order to carry out simple multi-step instructions. Ability to deal with standardized situations with limited variables.
SUPERVISION RECEIVED
Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.
MENTAL DEMAND
CLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization’s operations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTER
Occasional use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)
ACCURACY
Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts occasionally with others beyond immediate associates, but generally of a routine nature. May obtain, present or discuss data, but only as it pertains to an immediate and specific assignment.

SOFTWARE SKILLS REQUIRED
Accounting None
Alphanumeric Data Entry Intermediate
Contact Management Basic
Database Basic
Enterprise Resource Planning None
Human Resources Systems None
Payroll Systems None
Presentation/PowerPoint None
Programming Languages None
Spreadsheet None
Word Processing/Typing Intermediate

PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to:
Stand Regularly
Walk Regularly
Sit Regularly
Use hands to handle or feel Regularly
Reach with hands and arms Frequently
Climb or balance Occasionally
Stoop, kneel, crouch or crawl Occasionally
Talk or hear Regularly
Taste or smell Never

WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move: Up to 25 pounds

VISION REQUIREMENT
Specific vision abilities required by this job may include: Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never
Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never
Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never
Toxic or caustic chemicals (including potential for chemical spills, etc.) Never
Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Occasionally
Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never
Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never
Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never
Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never
Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never
Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never
The noise level in the work environment is usually Quiet (library, private office, etc.)

ADDITIONAL INFORMATION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).