City of Lakeland, Civil Service
Job Overview
Administrative support position responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Employees 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, the State of Florida Public Records Law, and the Federal Privacy Act. Responsibilities
Processes criminal reports, fingerprint cards, photographs, returned checks, false alarms, and other miscellaneous information Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information Processes uniform traffic citations for transmittal to the Clerk’s Office and Department of Motor Vehicles Performs computer entry of daily reports promptly; processes daily accident, incident, and arrest reports Handles customer requests from citizens, insurance companies, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official police records consistent with applicable State and/or Federal law and departmental policy Receives, issues receipts, and processes monies for report copies and record services Prepares files and distributes criminal reports as required; provides releasable information following Florida Public Records Laws Reviews or enters information on reports for accuracy, completeness, and compliance with the Police Department’s computerized records system before filing all documents received Validates all applicable NCIC/FCIC entries by comparing the NCIC/State printout to the original source document(s) and verifying the status of the entry with the appropriate authorities following established state/federal/agency procedures to ensure that they are complete, accurate and up to date Prepares invoices and accepts certain payments for requests and maintains records of payments received Assists with keeping an inventory of citations and will adhere to a strict policy for signing out books Trains, assists, and advises newly hired Records Specialists, ensuring adherence to established policies, procedures, and standards Prepares and scans documents as part of the records retention program required by the State of Florida Participates in training classes, seminars, and simulation exercises (if applicable) designed to enhance job-specific skills, knowledge, and abilities or to fulfill specific requirements Analyzes all reports to facilitate the merge process after supervisor approval, which is the essential function that allows reports to become available to the courts, the public, other agencies, and internally Scrutinizes all case/arrest reports for completeness Tracks FIBRs (Florida Incident-Based Reporting) and corrects errors daily Runs a weekly compliance report on FIBRs edits to ensure that our monthly total is under a 4% error rate allotted by the state of Florida Modifies and adds Florida state statutes, gun make/models, and vehicle make/models Consolidates subject names in the master name index to reduce duplication Processes court-ordered sealed and expungements Completes background checks for internal personnel, police applicants for other agencies, and the military Processes and distributes the internal and external mail Processes chauffeur permits for taxi drivers within the city limits of Lakeland Reviews, logs, and responds to public records requests Identifies, performs, or coordinates the redacting of confidential, exempt, and sensitive information in responsive records following Florida law Updates knowledge and understanding of technology and public records law continuously Work efficiently while effectively prioritizing new requests and related requirements May be required to work overtime or alternate hours as necessary for the efficient operation of the department Position designated as Mission Critical by Department Director Additional Functions
Performs related work as required Qualifications
High School diploma from an accredited school or a GED Five (5) years of experience performing progressively more complex secretarial/clerical duties An equivalent combination of education, training, and experience which provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered Special Requirements
Must possess and maintain a valid driver’s license Must maintain a valid telephone number May be required to accurately keyboard at the rate of 30 words per minute Familiarity with Laserfiche preferred Must pass a truth verification examination Must acquire an understanding of LPD Agency General Orders and CFA (Commission for Florida Law Enforcement Accreditation) Must obtain and maintain Notary Public status with the State of Florida within three (3) months of employment Obtain a certified NCIC/FCIC operator within three (3) months of employment May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire Working Environment / Physical Requirements
Requires sedentary work that involves walking or standing some of the time, exerting up to 35 pounds of force regularly, and routine keyboard operations The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity Required Documents
Copy of DD214 – Military Discharge (if applicable) The City of Lakeland is an Equal Opportunity/Equal Access Employer and a Drug Free workplace.
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Administrative support position responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Employees 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, the State of Florida Public Records Law, and the Federal Privacy Act. Responsibilities
Processes criminal reports, fingerprint cards, photographs, returned checks, false alarms, and other miscellaneous information Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information Processes uniform traffic citations for transmittal to the Clerk’s Office and Department of Motor Vehicles Performs computer entry of daily reports promptly; processes daily accident, incident, and arrest reports Handles customer requests from citizens, insurance companies, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official police records consistent with applicable State and/or Federal law and departmental policy Receives, issues receipts, and processes monies for report copies and record services Prepares files and distributes criminal reports as required; provides releasable information following Florida Public Records Laws Reviews or enters information on reports for accuracy, completeness, and compliance with the Police Department’s computerized records system before filing all documents received Validates all applicable NCIC/FCIC entries by comparing the NCIC/State printout to the original source document(s) and verifying the status of the entry with the appropriate authorities following established state/federal/agency procedures to ensure that they are complete, accurate and up to date Prepares invoices and accepts certain payments for requests and maintains records of payments received Assists with keeping an inventory of citations and will adhere to a strict policy for signing out books Trains, assists, and advises newly hired Records Specialists, ensuring adherence to established policies, procedures, and standards Prepares and scans documents as part of the records retention program required by the State of Florida Participates in training classes, seminars, and simulation exercises (if applicable) designed to enhance job-specific skills, knowledge, and abilities or to fulfill specific requirements Analyzes all reports to facilitate the merge process after supervisor approval, which is the essential function that allows reports to become available to the courts, the public, other agencies, and internally Scrutinizes all case/arrest reports for completeness Tracks FIBRs (Florida Incident-Based Reporting) and corrects errors daily Runs a weekly compliance report on FIBRs edits to ensure that our monthly total is under a 4% error rate allotted by the state of Florida Modifies and adds Florida state statutes, gun make/models, and vehicle make/models Consolidates subject names in the master name index to reduce duplication Processes court-ordered sealed and expungements Completes background checks for internal personnel, police applicants for other agencies, and the military Processes and distributes the internal and external mail Processes chauffeur permits for taxi drivers within the city limits of Lakeland Reviews, logs, and responds to public records requests Identifies, performs, or coordinates the redacting of confidential, exempt, and sensitive information in responsive records following Florida law Updates knowledge and understanding of technology and public records law continuously Work efficiently while effectively prioritizing new requests and related requirements May be required to work overtime or alternate hours as necessary for the efficient operation of the department Position designated as Mission Critical by Department Director Additional Functions
Performs related work as required Qualifications
High School diploma from an accredited school or a GED Five (5) years of experience performing progressively more complex secretarial/clerical duties An equivalent combination of education, training, and experience which provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered Special Requirements
Must possess and maintain a valid driver’s license Must maintain a valid telephone number May be required to accurately keyboard at the rate of 30 words per minute Familiarity with Laserfiche preferred Must pass a truth verification examination Must acquire an understanding of LPD Agency General Orders and CFA (Commission for Florida Law Enforcement Accreditation) Must obtain and maintain Notary Public status with the State of Florida within three (3) months of employment Obtain a certified NCIC/FCIC operator within three (3) months of employment May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire Working Environment / Physical Requirements
Requires sedentary work that involves walking or standing some of the time, exerting up to 35 pounds of force regularly, and routine keyboard operations The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity Required Documents
Copy of DD214 – Military Discharge (if applicable) The City of Lakeland is an Equal Opportunity/Equal Access Employer and a Drug Free workplace.
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