The Records Technician – Police position performs a wide array of advanced clerical tasks which require the application of some independent judgement and office knowledge. The position acts as the second-in-charge of the Records Section in the absence of the Records Supervisor and requires the incumbent to occasionally review the work of others, evaluate performance, and seek corrective action when employees’ performance is unacceptable. Work involves standard clerical duties including typing on a computer keyboard, data entry, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, reports, and documents. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained.
- Prepares and processes complete case packets and subsequent supplemental reports to transmit to the SAO (State Attorney’s Office). These reports are transmitted electronically and via interoffice mail.
- Enter into RMS citations associated with cases sent to the SAO.
- Prepares and processes non-transport juvenile and adult arrests to transmit to the Clerk of Court.
- Assemble DUI packets for DUI arrests and transmit to the SAO and BAR (Board of Administrative Review).
- Maintains various records, reports, and files.
- Receives and dispenses information by telephone, e-mail or by direct contact with the public.
- Copy reports for customers and officers, calculate charges, receive money, make change, and write receipts.
- Reviews prepared reports, public records requests, audio/video redactions, and other items prepared by members of the Records Section for accuracy and completeness.
- Evaluates the performance and provides corrective action of other Records Section members when appropriate.
- Demonstrate proficiency in the use of various technologies used by all Records Section members.
- Prepares and processes digital media for evidentiary purposes.
- Communicates frequently and effectively with both external stakeholders and internal management on Records job functions.
- High School Diploma or equivalent;
- Two (2) years of general office experience
- Prior criminal justice system and supervision experience preferred.
Licenses, Certifications or Registrations:
Must possess and maintain a valid Florida driver’s license.Must meet Criminal Justice Information System and Melbourne Police department background requirements and maintain compliance throughout employment.- Data entry experience.
- Ability to operate and have extensive knowledge in the use of office equipment; i.e. computer, copy machine and telephone.
- Customer service experience.
- Knowledge of current office practices, methods, and procedures.
- Knowledge of business English, spelling and arithmetic.
- Ability to maintain records and to prepare reports from such records.
- Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
- Ability to learn computerized records management system.
- Ability to establish and maintain effective working relationships with others to include the governmental agencies that we serve.
- Ability to type with speed and accuracy on a computer.
- Ability to learn and retain instructions about the eligibility of documents and information for public releases.
- Ability to remember numerous details and quickly re-call essential information.
- Ability to discern several conversations simultaneously, disseminate appropriate information, prioritize actions and respond in an effective manner.
Physical and Mental Requirements: - Ability to hear, understand, and speak to people in a normal tone of voice, in person and on the phone.
- Ability to assist customers in a controlled, calm, and helpful manner.
- Write legibly.
- Read, sort, and annotate reports.
- Punch holes in reports.
- Ability to enter information into a computer using a keyboard, and reading a screen.
- File numerically and alphabetically.
- Handle money, calculate charges, make change and write receipts.
- Retrieve files from overhead and floor level.
- Manual dexterity to sort through and file large quantities of paperwork.
- Ability to remain standing or sitting for periods in excess of thirty minutes.
- Ability to carry items which may weigh between one (1) and fifteen (15) lbs. for a distance of ten feet or less.
- Ability to bend, squat or stoop to retrieve items from floor level.
- Ability to lift items one (1) to fifteen (15) lbs. to shoulder height.
- Reach to open and close counter windows.
- Load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.
- Calculate numbers
- Use copier, telephone, calculator, and FAX machine.
- Learn complex tasks and remember how to complete tasks once trained.
PHYSICAL DEMANDS:The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, mental acuity, repetitive motion, speaking, and talking.
WORK ENVIRONMENT:Work is typically performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.
