JOB SUMMARY

Under the general supervision of the Police Sergeant, performs routine to moderately complex administrative, technical and clerical work to ensure the proper acquisition, maintenance, storage and/or disposal of Department records, property and evidence. Work requires the exercise of discretion, confidentiality and professionalism in ensuring records, property and evidence are maintained according to established Department policies, Village ordinances and applicable state and federal laws.

ESSENTIAL RECORDS JOB FUNCTIONS:

• Serves as Department’s custodian of records; manages and maintains all police reports, records and related files; reviews and audits incoming reports for completeness and accuracy; Reports may include, but are not limited to incident reports, accident reports, arrest affidavits, narratives, traffic citations, parking citations, victim/witness/suspect statements, search warrants, arrest warrants, affidavits, etc.; receives and processes dispositions from the State Attorney’s Office to ensure cases are cleared using the appropriate classifications;
• Assists general public, Departmental personnel, other governmental entities and insurance companies in obtaining Village documents and information; assists officers in obtaining required documentation for court;
• Performs customer service functions in person, by telephone, via email and postal mail; provides information/assistance regarding departmental services, procedures, documentation and fees; responds to routine questions and/or complaints; routes visitors and callers to appropriate personnel and/or relay messages;
• Receives, reviews, processes and/or routes all incoming requests for public records including, but not limited to police reports, computer-aided dispatch (CAD) logs, citations, digital media and police radio transmissions; documents all processed requests via the Department dissemination log; routes mail-in check payments to appropriate Department and/or Village personnel;
• Reviews all submitted public records information prior to release in order to ensure all confidential information is redacted; monitors release of records and the provision of information to authorized individuals or entities; ensures compliance with all applicable policies, procedures, general orders, rules, regulations and standards, including guidelines outlined in Florida State Statute Chapter 119, as it pertains to the dissemination, retention or purging of public records;
• Performs court liaison duties in the delivery of citations, arrest packets, notices to appear, DUI and other required documents to Clerk of Courts and/or State Attorney’s Office; ensures case files contain accurate and complete documentation, as required; prepares and organizes completed transmittals to be delivered to respective government entities;
• Ensures the proper issuance and accountability of all Uniform Traffic Citations (UTC) and electronic traffic citation numbers by performing periodic internal audits;
• Serves as liaison between the County and State regarding compliance to seal and/or expunge court orders; makes proper notification(s) to all affected units in reference to obtaining documentation necessary to comply with seal/expunge orders; ensures any maintained documents in affected units are properly redacted, sealed or destroyed;
• Ensures the proper disposal of confidential documents, including the purging of records which have met their respective retention periods and those records ordered to be expunged; completes appropriate paperwork for records retention or destruction; initiates actions necessary to correct deviations;
• Performs other duties, as assigned.

• Receives and maintains secure storage of physical evidence or recovered/abandoned property; prepares evidence for storage and/or laboratory testing which includes properly packaging, sealing, labeling and transporting of evidence; maintains strict adherence to chain-of-custody protocols when transferring property; creates photo or video records of evidence, when necessary;
• Maintains the security and control of all collected evidence, which includes limiting accessibility to property and evidence storage locations; ensures that all persons entering/leaving the evidence storage locations are authorized and/or have escorted access; maintains access log for all persons entering/leaving the evidence areas;
• Verifies all property or evidence submissions as well as associated paperwork are in compliance with the Department’s established intake procedures; initiates actions necessary to correct deviations;
• Ensures the proper safekeeping of valuable and/or sensitive items by applying enhanced security measures to items such as homicide evidence, firearms, narcotics, currency, jewelry and biohazardous materials; routinely handles evidence, including biohazardous materials (e.g., syringes with drugs and/or body fluids, clothing, money, DNA samples from victims and/or suspects, firearms and blood/urine kits);
• Maintains accurate account of all monies stored in evidence; ensures monies transfer into Department accounts through proper chain-of-custody protocols, as outlined in Department policy;
• Enters information into applicable databases and/or filing documents; prepares and maintains reports, records, logs and/or other related items per established guidelines;
• Conducts periodic audits of evidence storage locations to monitor sufficiency space and to maintain integrity and security of facilities; ensures proper temperatures are maintained for sensitive items; employs precautionary measures to safeguard stored property from loss, damage and/or deterioration, thus diminishing evidentiary value; routinely conducts case reviews in order to make appropriate property disposition determinations; maintains cleanliness of property and evidence areas, especially in regards to the storage of hazardous materials and the potential health risks involved;
• Processes dispositions for seized evidence which has been forfeited, mandated to be returned or destroyed, per court order; complies with seal and/or expunge court orders; complies with applicable federal and state laws which require notifications be made to specific parties and/or FCIC/NCIC checks be conducted prior to the release of certain property; ensures the rightful and safe return of property;
• Ensures the proper disposal and/or destruction of evidence, including the purging of associated records which have met their respective retention periods and any items of property associated with seal/expunge orders; makes appropriate determinations regarding the release, auction, destruction or conversion of stored property;
• Informs owners and/or other applicable parties of the procedures for claiming property; prepares appropriate posts regarding found property and maintains associated postings; answers any pertinent questions and provides additional assistance to the requesting party in accordance with Department policies;
• Performs other duties, as assigned.

NOTE: The examples of essential functions as listed in this job description are not necessarily all inclusive. The omission of an essential function of work does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. Employee may be required to perform job-related tasks other than those specifically presented in this job description.

MINIMUM REQUIREMENTS:

• Must have the legal right to work in the United States;
• Possess, or be eligible to obtain, a valid Florida driver license and have an acceptable driving record;
• Have never been convicted of a felony;
• Have never been convicted of a misdemeanor involving moral turpitude;

• Have received an honorable discharge from any of the armed forces of the United States.

1. Training and Experience:
   • Associate’s degree from an accredited college or university with major coursework in criminal justice, business or public administration or a related field; OR
   • Any combination of training, education and/or certification which provides the required skills and knowledge of best practices in records management, basic criminal forensics, evidence management and/or inventory control;
   • Working knowledge of Spillman Technologies records management software (preferred).
   • Must possess or be able to obtain access to the Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) database within six (6) months of employment; certification must remain current while in position;
2. Knowledge, Skills and Abilities:
   • Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Access);
   • Extensive knowledge of the State of Florida’s policy on public records, including applicable exemptions and compliance with requests for public records; extensive knowledge of the Florida General Records Schedules GS1-SL and GS2;
   • Knowledge of Village policies, procedures and jurisdictional geography;
   • Knowledge of modern office practices and procedures, including in the use of general office equipment;
   • Knowledge of data entry and retrieval methods;
   • Skill in computer use and software literacy;
   • Skill in basic to intermediate mathematical functions and computations;
   • Ability to maintain confidentiality of sensitive and exempt criminal justice information;
   • Ability to solve problems logically and expeditiously;
   • Ability to communicate effectively both verbally and in writing and ability to follow verbal and written instructions.
   • Ability to interact with Village staff and the general public in a courteous manner;
   • Ability to establish and maintain effective working relationships with supervisors and peers.

TOOLS AND EQUIPMENT:

Skill in operating the tools and equipment required including motor vehicle, ladder, camera, photographic equipment, fingerprinting powders or chemicals, and other equipment, as may be required;

PHYSICAL REQUIREMENTS:

Work for this position is primarily performed in usual office environment, however, field work is required while performing court liaison duties and when transporting property and/or evidence to various locations. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Speak, understand, read and write English;
• Ability to exert light physical effort in sedentary to light work;
• Ability to lift, carry, push, pull or carry objects of moderate weight (up to 25 lbs.);
• Stand, walk, balance, stoop, twist, kneel, crouch, reach, as necessary;
• Good manual dexterity and hand-eye coordination to operate and/or utilize standard equipment;
• Frequently sitting for extended periods of time at a computer workstation;
• Visual acuity for reviewing, preparing and maintaining written documents and digital files;
• Hear sufficiently to perceive information at normal spoken word levels.