What are the responsibilities and job description for the SENIOR RECORDS ASSISTANT - INTERNAL PROMOTIONAL ONLY position at City of Plantation, Florida?
Description
This is a non-exempt position which requires advanced specialized work in records management, communications, property management, training, personnel supervision, data entry and retrieval, data review, and computer operations for the police department. In addition to the responsibilities of a Police Records Assistant, this position will perform advanced and specialized clerical work and will operate in a supervisory role in the absence of the Records Manager.
Employees are hired as AT WILL employees that serve at the pleasure of the city and may be terminated at any time with or without cause.
Examples of Duties
Supervises Records Division employees in the absence of the Records Manager.
Processes case filing for the State Attorney’s Office.
Reviews and approves police reports.
Assists with developing and modifying programs, methods systems, and forms to promote more efficient operations.
Resolves problems and complaints from within the department and from the public.
Assists the manager with the sealing and expunging of departmental records.
Manages the preparation, data entry, and maintenance of applicable police department records in accordance with established procedures and methods.
Compiles all required documentation and evidence to ensure that all criminal cases, misdemeanor arrest, including cases of domestic violence, DUIs, juveniles, and warrants/ capias are filed in a complete and timely manner with no missing evidence or documents.
Prepares correspondence from various sources.
Sorts, updates, and files a variety of records including offense reports, citations, accident reports, and various other departmental reports and documents.
Performs a wide variety of receptionist duties for the Records Division.
Processes mail and reports service requests for various cases.
Ensures citations are delivered to court in a timely manner and are properly logged in the record keeping system.
Collects and forwards fines and fees as needed.
Inputs and updates various data and information on applicable database.
Performs related work as required and as directed.
Typical Qualifications
Knowledge of the functions and properties of proper record keeping and record maintenance.
Knowledge of criminal justice practices and procedures.
Knowledge of data entry and retrieval.
Knowledge of the proper usage of property and evidence software tracking systems.
Knowledge of modern office practices and procedures.
Skilled in written and verbal communication.
Skilled in computer literacy with an emphasis on Microsoft Office programs.
Ability to supervise in a manner conducive to full performance and high morale.
Ability to compile and maintain accurate records.
Ability to understand and follow instructions and to complete work assignments correctly and in a timely manner.
Ability to maintain confidentiality, prioritize work assignments, and work independently.
Ability to establish and maintain effective working relations with other municipal employees, city officials, State Attorney’s Office, and the general public.
Education and Experience:
High school diploma or equivalent; supplemented by a minimum of 2 years of experience in police records and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Licenses and Certifications:
Valid State of Florida driver’s license.
Work Environment
Work is performed in a law enforcement office environment and may require occasional travel from site to site.
Physical Demands
The work is light work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Work requires the ability to sit for prolonged periods of time.