City of Marco Island
Performs a variety of routine to complex clerical and technical work in keeping official records for the Police Department. Answers questions both in person and on the phone, as well as and provides information to the department, other City departments and the public. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on exercising independent judgment to determine the best approach by using and interpreting policies and procedures. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
Performs various data entry duties to include traffic, parking, and marine violation citations; reviews accident and police reports for accuracy and completion; prepares case files for dissemination to the County Clerk’s Office and State Attorney’s Office
Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
Provides copies of departmental records in accordance with Florida Sunshine laws and departmental policies
Performs local background checks for the general public and other outside agencies
Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
Composes and types letters in response to routine inquiries; enters data from records into the computer; compiles required federal, state and departmental records; compiles crime reports as needed
Performs clerical duties to include processing mail, making copies, faxing information, and printing reports. Assembles materials for case files and court testimony
Monitors the Police Department’s Computer-Aided Dispatch (CAD) data system to provide updated information
Reviews Uniform Crime Report (UCR) classifications per state and federal regulations; responsible for classification coding and upload of report data
Serves as custodian of departmental documents and records; organizes and maintains efficient filing systems; scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
Ensures compliance with all applicable rules, regulations, standards, policies and procedures, specific to this position
Demonstrates professional courtesy, tact, and diplomacy in all communications with internal and external customers
Supervision:
None
Associate’s degree required, bachelor’s degree preferred; supplemented by three or more years’ clerical experience involving the maintenance of police records; or an equivalent combination of education, certification, training, and/or experience. Must have or be able to obtain notary public certification. Must have or be able to obtain the required Florida Crime Information Center (FCIC) and National Crime Information Center (NCIC) certifications. Must have a valid Florida driver’s license. Regular in office attendance is required.
Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.
In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully. KNOWLEDGE, SKILLS, AND ABILITIES:
Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminology
Skill in working independently and following through with assignments with minimal supervision
Ability to manage records and keep information confidential
Ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and use applicable department and organization specific software
Ability to utilize social media outlets
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports
Ability to provide exceptional internal and external customer service
Ability to follow oral and written instructions
Ability to organize work for timely completion
Ability to regularly attend work and arrive punctually for designated work schedule
OTHER REQUIREMENTS PHYSICAL REQUIREMENTS: Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing.
ENVIRONMENTAL REQUIREMENTS: Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).
SENSORY REQUIREMENTS: Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.
EMERGENCY RESPONSE AND ESSENTIAL EMPLOYEE STATEMENT Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer. The City of Marco Island is a drug free and smoke free workplace.
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Performs various data entry duties to include traffic, parking, and marine violation citations; reviews accident and police reports for accuracy and completion; prepares case files for dissemination to the County Clerk’s Office and State Attorney’s Office
Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
Provides copies of departmental records in accordance with Florida Sunshine laws and departmental policies
Performs local background checks for the general public and other outside agencies
Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
Composes and types letters in response to routine inquiries; enters data from records into the computer; compiles required federal, state and departmental records; compiles crime reports as needed
Performs clerical duties to include processing mail, making copies, faxing information, and printing reports. Assembles materials for case files and court testimony
Monitors the Police Department’s Computer-Aided Dispatch (CAD) data system to provide updated information
Reviews Uniform Crime Report (UCR) classifications per state and federal regulations; responsible for classification coding and upload of report data
Serves as custodian of departmental documents and records; organizes and maintains efficient filing systems; scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
Ensures compliance with all applicable rules, regulations, standards, policies and procedures, specific to this position
Demonstrates professional courtesy, tact, and diplomacy in all communications with internal and external customers
Supervision:
None
Associate’s degree required, bachelor’s degree preferred; supplemented by three or more years’ clerical experience involving the maintenance of police records; or an equivalent combination of education, certification, training, and/or experience. Must have or be able to obtain notary public certification. Must have or be able to obtain the required Florida Crime Information Center (FCIC) and National Crime Information Center (NCIC) certifications. Must have a valid Florida driver’s license. Regular in office attendance is required.
Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.
In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully. KNOWLEDGE, SKILLS, AND ABILITIES:
Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminology
Skill in working independently and following through with assignments with minimal supervision
Ability to manage records and keep information confidential
Ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and use applicable department and organization specific software
Ability to utilize social media outlets
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports
Ability to provide exceptional internal and external customer service
Ability to follow oral and written instructions
Ability to organize work for timely completion
Ability to regularly attend work and arrive punctually for designated work schedule
OTHER REQUIREMENTS PHYSICAL REQUIREMENTS: Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing.
ENVIRONMENTAL REQUIREMENTS: Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).
SENSORY REQUIREMENTS: Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.
EMERGENCY RESPONSE AND ESSENTIAL EMPLOYEE STATEMENT Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer. The City of Marco Island is a drug free and smoke free workplace.
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