Police Records Specialist at Town of Palm Beach – Palm Beach, Florida

The position is responsible for maintaining a record keeping and retrieving system for the Police Department. Work activities includes data entry of a variety of different reports, some requiring confidentiality; provide information for statistical analysis; perform numerous office duties of a responsible nature; follow established policies and procedures of the Department.

• Performs customer service functions; researches and provides assistance and information related to public records requests or other department activities, procedures, documentation, fees, or other issues.
• Serves as receptionist for the division, answers telephone on routine inquiries and furnishes requested information.
• Enters computer data of most all paperwork generated by police officers including incident, accident, arrest and death reports, traffic citations, and written warnings to provide crime analysis reports for in-house, State Attorney's Office, other State reporting, and for public information purposes.
• Assists in the preparation and submittal of data to the National Incident-Based Reporting System (NIBRS) as needed.
• Assists in the preparation and submittal of the Uniform Crime Reports to the State, as required.
• Transcribes incident reports, memorandums and letters from a dictation system to alleviate officers from handwriting reports or correspondence.
• Acts as Department Liaison to accept subpoenas and notify the appropriate officer within a timely manner to ensure court appearances. Prepares court document requests to provide police officers with sufficient case information.
• Maintains files and records within the Unit and at an off-site storage area in accordance with retention schedule regulations.
• Performs routine office duties such as: maintains and requisitions supplies; answers telephones; photocopy; picks up and delivers mail from the Postal Service or Town Hall; mails correspondences to other agencies within required deadlines as provided by policy and procedures.
• Provides clerical support and records-specific software and hardware assistance, such as scanners, file format and protocol, and record-keeping procedures, as necessary.
• Create and provide copies of 911 and administrative phone line recordings, in accordance with Florida State Statutes. Redacts protected information from recordings as necessary.
• Review and redact Body Worn Camera (BWC) video upon request and provide copies pursuant to Florida State Statutes.
• Prepares reports of release to the public in accordance with Florida Public Records laws.
• Assists in establishing and maintains a Records Retention Schedule, processing records according to archival principles and standards.
• Documents the disposition of dormant records for the department to ensure compliance with State recordkeeping statutes and other relevant legal requirements.
• Assists in the organization of the Department's records and archives.
• Runs statistical reports for various units within the Department and the public, when requested.
• Any other position-related duties as assigned.

• Must have a high school diploma or GED equivalent.
• Requires one year clerical or administrative experience.
• Customer service experience in a professional office setting preferred
• Must be able to successfully pass the minimum competency level for the essential skills of this position: Microsoft Word and Excel, proofreading.
• Previous Public Records law training strongly preferred.

• Maintains a comprehensive and current knowledge of latest Florida public records laws.
• Ability to operate basic office equipment, i.e., telephone, adding machine, copy machine, computer terminal, and computer printer.
• Ability to deal courteously with the public and co-workers.
• General knowledge of Microsoft software and other computer programs.