Records Technician

Salary: $36,010.00 - $47,790.00 Annually
Location : FL 34471, FL
Job Type: Full-Time
Job Number: 01092
Department: Ocala Police Department
Opening Date: 11/01/2024
Closing Date: 11/8/2024 5:00 PM Eastern
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).
The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.
Health Insurance
We offer both single and family coverage, for employees working 30 or more hours per week.
Dental Insurance
For full time employees, we offer both single and family dental coverage.
Vision Insurance
For full time employees, we offer both single and family vision coverage.
Life Insurance
For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.
Short Term and Long Term Disability
Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.
Medical FSA (Flexible Spending Account) and Dependent Care FSA
Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.
Pet Insurance
We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.
Employee Health & Wellness Center
The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.
Voluntary Cancer Insurance
For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.
Supplemental Critical Care Insurance
Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.
Supplemental Accident Insurance
Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRI's, physical therapy, and hospital admission.
Legal Plan Insurance
Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.
Deferred Compensation Plan
Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.
Direct Deposit
Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.
Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.
Discounts - Theme Park
Discounts are available to all non-temporary employees at the time of employment.
Employee Assistance Program (EAP)
The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.
Holidays and Paid Time off
The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.
Retirement Plan
All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.
Training Programs
The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.
Tuition Reimbursement
All regular, full-time employees are eligible to participate in the tuition reimbursement program.
01
Do you have a high school diploma or GED?

• yes
• no

02
Are you at least 18 years old?

• yes
• no

03
Do you possess a valid State of Florida Operator Driver's License with an acceptable driving record OR if you possess a valid out of state license, do you have the ability to obtain a Florida driver's license prior to employment?

• yes
• no

04
Have you had any driver's license suspensions, excluding financial responsibility, in the past 5 years?

• yes
• no

05
If yes, please explain the circumstance. If no, please answer NA.
06
Have you had any use of marijuana in the last 6 months prior to date of application?

• yes
• no

07
Have you had any illegal drug use, other than marijuana, in the 24 months prior to the date of this application?

• yes
• no

08
If yes, please explain the circumstance. If no, please answer NA.
09
Have you ever sold drugs illegally or acted as a middle-person in a drug transaction?

• yes
• no

10
If yes, please explain the circumstance. If no, please answer NA.
11
Have you been convicted of ANY felony or of a misdemeanor involving perjury or a false statement? Note: Any person who, after July 1, 1981, pleads guilty or Nolo Contendere to or is found guilty of ANY felony or of a misdemeanor involving perjury or false statement, regardless of suspension of sentence or withholding adjudication will not have their application processed. (F.S.S. 943.13(4).)

• yes
• no

12
Have you had any conviction for DUI or convicted of a lesser charge within the last 5 years?

• yes
• no

13
Have you had any domestic violence convictions or pleas, including suspension of sentence or withholding adjudication?

• yes
• no

14
Have you had any discharge other than honorable or uncharacterized from any of the Armed Forces of the United States?

• yes
• no

15
Required Testing:I do hereby affirm that I will complete the required testing online at ProveIt.com. I also affirm that no one, other than myself, will test in my place, or assist in its completion.

• yes
• no

16
If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below:
17
Do you possess specialized schooling and/or on the job education in a specific skill area; E.G. data processing, clerical/administrative, equipment operation, etc?

• Yes
• No

18
Please select your level of related experience or training.

• Less than 6 Months
• 6 Months or More

Required Question