Job Description

Posting number: 6101-18

Department: Lakeland Police Department

Division: GSS General Services 1407110000

Job classification: Police Records Associate

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Law Enforcement, Miscellaneous, Records Management, Public Records, Office and Administrative Support

Summary

This administrative support position is responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Employees in this classification 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. Work requires the exercise of initiative, independence, and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation, and analysis of reports and results achieved.

This posting will close after the receipt of the first 30 qualified applicants or 1 week (October 19 at 4:00 PM), whichever comes first.

Examples of duties

• 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 that require this 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, 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 Lakeland's city limits.
• 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 participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.

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 possess and maintain a valid telephone number.
• May be required to type accurately at 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 months of employment.
• Obtain a certified NCIC/FCIC operator within three months of employment.
• May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

Supplemental information

KNOWLEDGE

• Knowledge of business English, spelling, punctuation, office practices and procedures, and various computer software applications.
• Knowledge of State and Federal laws relating to records management and disseminating public and private information (FSS 119).

SKILLS

• Skill in operating computers and standard office equipment.

ABILITIES

• Ability to make arithmetic computations and tabulations rapidly and accurately.
• Ability to readily acquire and make minor decisions from knowledge of applicable regulations and related division policies and procedures.
• Ability to maintain the confidentiality of sensitive and exempt criminal justice information
• Ability to communicate tactfully and courteously with the public, employees, and officials, and establish and maintain harmonious working relationships with other employees.
• Ability to solve problems logically and expeditiously.
• Ability to prepare and maintain correspondence, reports, records, and perform routine office management details without referral to a supervisor.
• Ability to prioritize work to meet time constraints.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• The job requires sedentary work, involving some walking or standing, exerting up to 35 pounds of force regularly, and performing routine keyboard operations.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

Required Documents

1. Copy of DD214 – Military Discharge (if applicable).

Applicants for the position of Police Records Associate are required to submit a copy of ALL required documents with the employment application. Applicants will not be eligible for employment until ALL required documents have been submitted to CIVIL SERVICE or uploaded with the application. Documents will not be accepted after the closing of the job posting.

Elements of the selection process

Our system allows you to work on your application and save the application without submitting it. This is done to allow you to save your work and come back to finish the application without having to start over. Your application is not considered “complete” until it is thoroughly filled out, without missing information, and ALL required documents are received by Civil Service. If you submit your application and do not “complete” it before the closing of the job posting, your application will be rejected from the system and you will have to start the application process over. The application WILL NOT be accepted or reviewed until it is “complete”.

After submission of the completed application (including ALL required documents) the application will be accepted.

Once your application has been reviewed and accepted based on minimum qualifications for the position, you will be notified of a testing date for the Police Records Associate Knowledge Test. The test will consist of knowledge and skills testing related to the basic duties of a Police Records Associate.

Once you have successfully passed the Police Records Associate examination, your qualifications and test scores will be reviewed to determine if you will receive an interview. The interview process will consist of a structured, panel interview rated by subject-matter experts using the Police Records Associate Competency Model. The panel will consist of at least three LPD staff members.

If selected to move forward, you will be invited to complete a biographical interview, conducted by a member of the G.S.S. staff. The biographical interview will consist of a full comprehensive review of the application submitted to confirm accuracy of the information provided. Applicants that are selected to continue in the process will be given information and instructions for the submission of a Personal History Questionnaire, which will be required to move forward in the process.

Those applicants that are selected for employment will be given a conditional offer of employment. The job offer is contingent upon the successful completion and approval of a Truth Verification Examination (i.e. polygraph or computer voice stress analysis), medical examination, drug screen testing and completed background investigation.

A thorough background Investigation will be completed on all candidates prior to employment.

The applicant will receive written notice either by mail or electronic mail at each phase of the selection process advising them that they were selected to move forward in the process or that they were not selected. It is the responsibility of the applicant to ensure that the e-mail address provided on the application is correct and to provide any updated information to Civil Service during the application process.

Once a decision has been reached to offer the applicant employment OR that the applicant will not be offered employment, applicants will be notified within 30 days. The intent of the Lakeland Police Department’s Personnel Services Section is that the selection process, from the date of the exam until the applicant is advised of a decision regarding employment, will not extend beyond 180 days.

When the applicant is selected for employment and all elements of the selection process have been passed, the applicant will begin the in-house training and familiarization of the positional duties. The new employee will be on probationary status until their one-year probationary period is successfully completed. Applicant will be required to obtain a State of Florida Notary Certification within 3 months of employment.

Reapplication

Reapplication, retesting, and re-evaluation of applicants not hired is permitted after six months as long as nothing in the application history indicates an unfitness for employment. Conditions that qualify as unfitness for employment include revelations of unacceptable drug use, criminal records, or other factors discovered during the selection process.

Background Investigation

A background investigation of each candidate for all positions is conducted prior to appointment to probationary status. The background investigation may include, but is not limited to:

a. verification of qualifying credentials

b. a review of any criminal record

c. a review of applicants driving record

d. fingerprint check

e. warrants check

f. records check

g. verification of at least three personal references

h. a review of prior employment/military history

i. a review of applicants employment and academy files

j. review of social site/internet information

Be advised that sensitive or confidential aspects of the applicant's personal lives may be explored.

Truth Verification Examination

A computer voice stress analysis (CVSA) or polygraph examination of all candidates receiving a conditional offer of employment is conducted and assessed by a qualified professional prior to appointment to probationary status. Candidates are provided with a list of areas from which the truth verification examination questions will be drawn prior to the examination. The results of a truth verification examination shall not be used as a single determinant of employment status.

Drug Screen

A drug screen of all candidates receiving a conditional offer of employment is conducted and assessed by a qualified professional prior to appointment to probationary status. The drug screen tests for recent usage of controlled substances, either illegal or prescribed substances. Prohibited substances are defined by departmental directives and are available to candidates who have questions concerning prohibited drug usage.

The City of Lakeland is an Equal Opportunity/Equal Access Employer and a Drug Free workplace.