Records Technician

Description

This is a skilled and technical position responsible for maintaining the integrity and security of the records entrusted within, serving the public, acting as a support unit within the department as well as a liaison between the Police Department and various other local, state, and federal agencies. Performs a wide variety of general clerical duties and assists in special records management projects as needed. Reports to Records Management Supervisor.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

Conducts background checks on individuals. Must become familiar with Florida State Statutes, phonetic alphabet, military time, department crime codes and the Uniform Crime Reporting system.

Reviews a high volume of information regarding victims, run-a-ways, missing persons, defendants, subjects, stolen and recovered property that is entered into various computer programs. Sorts, stamps, records and files a variety of legal materials. Scans documents into several electronic filing systems.

Researches records requests. Processes arrest paperwork and enters data into Records Management System (RMS). Enters traffic citations and reviews traffic crash reports. Prepares written documents including: letters of correction or dismissal and memos to officers with clearly organized thoughts using proper sentence structure, punctuation and grammar. Edits police responses and case reports upon receipt by the Records Section.

Interacts extensively with the public, City, department personnel, and other law enforcement agencies on the telephone and in person in a courteous and tactful manner. Researches and provides information by phone, in person and by mail relating to crime, arrest and traffic reports in accordance with Public Records laws.

Performs direct and indirect customer service to provide information concerning case reports as work load permits. Reviews data requests and retrieves information from various databases. Direct contact, telephone contact, fax machine, and mail contact with the public is performed.

Directions to the proper section within the department, other agencies or other areas of the city are conveyed to citizens on a regular basis. Fingerprints customers as needed.

Requires continuous manual typing/data entry of all information needed for the proper reporting of crimes and calls for police service. Such data entry must be performed with accuracy, completeness and timeliness. Must comprehend and access the computer application menus, commands, and systems involved in this process.

Auditing is done to ensure that State Statutes are adhered to, that victim information and property entries are accurate and complete. Audits all statistical material before submission to the Florida Department of Law Enforcement and the Department of Highway Safety and Motor Vehicles.

Classifies incoming crime reports in accordance with the FBI Uniform Crime Reporting Criteria; minimizes classification errors. Tracks late reports. Receives, stores, and documents incoming funds, issues receipts and balances accounts with financial report before submitting for deposit to the Ocala City Finance Department.

As work load permits: Responds to requests for information in compliance with Departmental policy, legal and governmental guidelines.

Researches cases, makes copies of reports for Police Officers and the public. Assists in preparing the Crime Data Monthly Report. Completes background checks for other agencies and the public.

Orders office supplies. Maintains electronic and paper crime, arrest, and incident report files; ensuring such records are properly retained in accordance with Department policy and procedures. Accesses various local, state and national law enforcement systems to enter and retrieve information.

Maintains and purges reports in accordance with city and state guidelines. Assists in cross training of personnel.

On a daily basis, ensures delivery of designated copies of cases to the State Attorney's Office, Clerk of the Court, and Juvenile Court. Routes other copies of cases to the OPD Districts, Drug Task Force, Special Investigative Unit, City of Ocala, Ocala Fire Department, and the Department of Highway Safety and Motor Vehicles.

Sends crime statistics to the Florida Department of Law Enforcement. Mails other designated copies of cases to Spouse Abuse. Faxes information to OPD Districts and other agencies.

Required to report to work at the appointed hour, as scheduled, and to work the entire assigned shift.

Performs other work as assigned.

Using a computer and visually researching a high volume of data and statistical records. Manual dexterity to operate the computer keyboard and mouse or pointing device, add dry ink and remove waste ink from printers and copy machines on a regular basis.

Operates a laminator machine, copier, printer, calculator, typewriter and paper cutter. Flexibility and coordination to fingerprint persons. Bends, stoops and reaches to file and retrieve reports.

Work is performed while standing, sitting and/or walking. Climbs and descends stairs to access files. Lifts and carries boxes of files weighing approximately 20 pounds from one location to another.

Customer service is a major function of the Ocala Police Department. Police Records Technicians deal directly or via telephone with other police employees, the public and other agencies by answering questions, producing copies of reports, fingerprinting them and assisting them in a variety of ways.

Police Records Technicians should possess the ability to communicates clearly, courteously and professionally to assist others. Greets, screens and directs office visitors and maintain a harmonious working relationship with other employees.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE

High school, plus specialized schooling and/or on the job education in a specific skill area; E.G. data processing, clerical/administrative, equipment operation, etc, plus 0 to 6 months related experience or training. Or equivalent combination of education and experience.

LICENSES:

• May be required to possess and maintain a valid FL Operators Driver's License with an acceptable driving record.

Supplemental Information

SUPERVISORY RESPONSIBILITIES

Directly supervises 0 subordinate supervisor(s) who supervise(s) a total of 0 employee(s). Supervises 0 non-supervisory employee(s). Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

COMMUNICATION SKILLS

Ability to read a limited number of words and recognize similarities and differences between words and between series of numbers; Ability to write and speak simple sentences as a means for basic communication. Ability to read and understand simple instructions, short correspondence, notes, letters and memos; Ability to write simple correspondence.

Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence.

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; Ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to read, analyze, and understand the most complex documents; Ability to respond effectively to the most sensitive inquiries or complaints; Ability to write speeches and articles using original or innovative techniques or style; Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

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 detailed written or oral instructions. Ability to deal with problems involving a few known variables in situations of a routine nature.

SUPERVISION RECEIVED

Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

PLANNING

Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.

MENTAL DEMAND

Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately repetitive. Activities with slight variation using a definite set of processes or directions with some degree of supervision. Choice of learned things in situations which conform to clearly established patterns and modes.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Occasional use of highly complex machines and equipment; specialized or advanced software programs.

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, thereby creating an inaccurate picture of an existing situation.

Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.

PUBLIC CONTACT

Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

High School diploma or GED. Correct English grammar, usage and spelling.

Modern office methods and procedures. Proper telephone techniques and procedures general knowledge of filing and answering telephones. map reading.

Ability to work with others. Ability to learn the operating policies, procedures, and functions of the Department to which assigned.

Ability to adapt to change and changes in work conditions, and work in an environment of growth and innovation. Ability to read, analyze, and interpret laws, codes, rules, and regulations impacting maintenance and release of information in law enforcement records. Ability to learn to operate computerized systems.

Ability to use sound judgment in handling sensitive and confidential information. Ability to carry out oral and written instructions and communicate clearly in person, on the telephone or in written form. Ability to evaluate situations and respond appropriately.

Ability to use a computer keyboard to enter and extract a variety of data and information. Ability to perform a variety of administrative, general, and office support work. Ability to deal tactfully and courteously with the public and other staff.

Ability to meet multiple deadlines. Ability to constantly demonstrate cooperative behavior with colleagues, supervisors, and customers/clients. Knowledge of modern office equipment, practices and procedures.

SOFTWARE SKILLS REQUIRED

Intermediate: Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing

Basic: 10-Key

ADDITIONAL SOFTWARE SKILLS

Not indicated.

OTHER SKILLS

Not indicated.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, talk or hear; regularly required to reach with hands and arms; occasionally required to stand, walk, climb or balance, stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.

ENVIRONMENTAL CONDITIONS

There are no harmful environmental conditions that are present for this position.

The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION

1.Each Police Records Technician shares an office with one or more technicians inside the Police Records Section, in the police headquarters building.

2.Immediate supervisor is at the job site 95% of the time.

Residency Requirement

Not applicable.

SAFETY EQUIPMENT

Not applicable

CITY VEHICLE

No

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, change in personnel, workload, rush jobs, or technological developments).