Police Records Specialist I

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Police Records Specialist I

Salary

$24.32 - $31.58 Hourly

Location

FL 33487, FL

Job Type

Full-Time

Job Number

03971

Department

Police Services

Division

Community Services 22/07001

Opening Date

08/23/2024

Closing Date

Continuous

FLSA

Non-Exempt

Bargaining Unit

N

• Description

• Benefits

• Questions

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Job Description

The Police Records Specialist I is an administrative support position responsible for advanced technical, clerical and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Under the direct supervision of the Police Records management Supervisor, the Police Records Specialist I perform a variety of police records and information systems work in response to internal and external requests requiring the application of communication skills and considerable knowledge of departmental operations and procedures, State of Florida Public Records Law, Marsy’s Law, and the Federal Privacy Act.

Essential Functions

• Answers telephone and receives customers at the front desk.

• Handles a variety of confidential information

• Collects money for the sale of forms, copies of reports, etc.

• Processes and files accident reports, citations, and arrests with the appropriate agencies

• Performs criminal history research, compiles, and updates records

• Releases records to the public and other agencies following state and federal guidelines, both in-person and through the Just FOIA system

• Maintains accurate records in the Records Management System (RMS)

• Fingerprints internal and external customers

• Reviews a variety of police related data for accuracy and completeness

• Assists in the preparation of periodic and special reports

• Collects, sorts, and distributes incoming mail for Police Services

• Enters emergency notifications into the CAD system

• Accepts and distributes subpoenas for departmental employees

• Related tasks as required

Knowledge, Skills and Abilities

Knowledge of:

• Modern office procedures, systems, and equipment

• Department programs, policies and procedures and applicable state statutes.

• State and Federal laws relating to records management and the dissemination of public and private information

Skilled in:

• Microsoft Office software and the ability to acquire competency in the use of departmental computer applications

• Public Unit Performance Objectives 1 – 10, including operations of Front and Second Window, Records Security and Accessibility, Mail procedures, Local Records Check, Fingerprints, Cash Register Operations, processing Subpoenas, and Just FOIA system

Ability to:

• Prioritize and keep accurate and detailed records

• Follow oral and written directions

• Communicate with the general public, both written and orally, to resolve requests and maintain records best practices

• Establish and maintain effective working relationships with other City personnel and the public as necessary

• Solve problems logically and efficiently

Minimum and Preferred Qualifications

• High School Diploma or GED OR

• Any combination of education and experience equivalent to graduation from high school AND

• One (1) year of complex administrative or clerical work experience which includes the receipt, processing, storage, and retrieval of a high volume of records and the operation of workflow management systems and/or record retention

• Possession of a valid State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

• Previous experience handling confidential information or experience working in a public safety work environment

• FCIC and NCIC Certification OR must be able to obtain FCIC and NCIC certification within the first six (6) months of employment

  The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.