Police Records Clerk

Job Overview

The Police Records Clerk performs intermediate clerical tasks involving the coding, reporting, filing, and researching of police records and related data. The role operates under routine supervision within an office environment.

Duties and Responsibilities

• Read, analyze, transcribe, and prepare various police records and reports, maintaining computerized records systems.
• Assist the public and external agencies by providing requested information and data.
• Prepare and disseminate packets, correspondence, and reports relevant to police documentation.
• Conduct research and collate information from multiple sources.
• Perform data analysis to support department needs.
• Work autonomously with minimal supervision.
• Support quality assurance initiatives related to record accuracy.
• Type and file various reports including complaints, arrests, offenses, incidents, dispositions, and accidents.
• Handle telephone inquiries, providing accurate information and customer assistance.
• Receive and process payments for departmental services.
• Conduct criminal and background history research and maintain updated records.
• Process accident reports and respond to related requests while safeguarding confidential information.
• Manage daily parking ticket payments and send delinquent notices appropriately.
• Type statements and investigative reports based on dictation or recordings.
• Organize case files for court proceedings.
• Create and execute computerized queries and generate reports.
• Verify completeness and accuracy of police-related data entries.
• Enter data and prepare statistical reports on crime data.
• Check and validate criminal record entries for accuracy.
• Assist in compiling periodic and special reports as required.
• Perform other related assignments as needed.

Knowledge, Skills, and Abilities

• Understanding of modern record-keeping procedures and police terminology.
• Familiarity with departmental programs, policies, and operational procedures.
• Capability to manage detailed record work and maintain organized files.
• Proficiency in typing with accuracy and reasonable speed.
• Competence in operating office equipment and data entry systems.
• Ability to follow both oral and written instructions effectively.
• Strong interpersonal skills to maintain professional relationships with colleagues and the public.
• Excellent customer service orientation and problem-solving skills.
• Effective communication abilities.
• Analytical skills to conduct data analysis.
• Technologically proficient to use computer systems for data management and reporting.

Educational and Experience Requirements

A high school diploma or equivalent is required, along with 2 to 5 years of relevant office experience or an equivalent combination of education and experience providing the required knowledge and competencies.

Licenses and Certifications

• Must possess a valid Florida driver's license.
• Certification as a Deputy Court Clerk is required.

Physical and Mental Requirements

• Ability to sit, stand, walk, reach, and stoop for prolonged periods.
• Extended duration of desk work using a computer.
• Capability to lift items up to 15 pounds occasionally.
• Must utilize written and verbal communication skills effectively.
• Ability to interpret data, handle complex problem-solving, and manage tasks under deadlines with frequent interruptions.

Work Environment and Additional Information

This role is based in a sedentary office setting. Reasonable accommodations will be made to support individuals with disabilities, following applicable laws such as the Americans with Disabilities Act.

The job description may evolve to include new responsibilities at any time. Employees are expected to comply with local ethics codes and public records laws according to Florida State Statutes and serve as essential personnel during emergencies.