Records Clerk

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Position Description

DEPARTMENT: Police Department

REPORTS TO: The Records Supervisor


SALARY: $16.00


The Police Records Clerk performs complex administrative and technical work involving the receipt, review and processing of a variety of law enforcement records including duties of a specialized nature requiring additional training and/or certification. The duties include processing and maintaining documents/correspondence, coding police reports; and providing information and assistance to the public. Work is performed with considerable latitude for exercising independent judgment within the framework of established policies and procedures. The incumbent handles public record requests from citizens, insurance companies, news media, law enforcement agencies and criminal justice personnel consistent with applicable F.S. Chapter 119, Federal law and Department policy.

The list of essential functions that follow herein, is intended to be representative of the major 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 duties are a logical assignment to the position. Specific tasks on a day-to-day basis will reflect the overall areas of expertise required. The essential functions are as follows:

  • Perform all data entry/record keeping for the Police Records
  • Adhere to strict confidentiality with highly sensitive information.
  • Properly code police reports before submission to the Uniform Crime Reporting System.
  • Recognize documentation omissions/deficiencies and return cases to officers for correction.
  • Attach supplementary documents to case files.
  • Review and verify source materials to determine accuracy and completeness of information.
  • Review public record and media requests, redacting confidential and exempt information on requested documents and videos, based on Florida Public Record Laws.
  • Apply a strong working knowledge of F.S.S. 119, Public Record laws.
  • Deny all unauthorized individuals access to secured areas.
  • Greet visitors, address their inquiries or direct them to appropriate staff members.
  • Perform local background checks.
  • Serve as a liaison with the State Attorney, court personnel, Department of Children and Families (D.C.F.), Florida Department of Law Enforcement (F.D.L.E.), Florida Department of Highway Safety and Motor Vehicles (D.H.S.M.V.), Federal Bureau of Investigation (F.B.I.) other law enforcement and government agencies.
  • Produce internal and external statistical data as requested.
  • Open, read, route and sort various files, correspondence, memoranda, reports and other materials as required by the Department or by some other predetermined
  • Compose and type correspondence on a variety of work situations or inquiries, requiring knowledge of Departmental operations and
  • Receive funds, issues receipts, balances the cash drawer and submit to the City Finance Department.
  • Notarize internal documents.

Knowledge, Skills, and Abilities:

  • Comprehensive understanding of departmental general orders, policies, procedures and the ability to apply that knowledge to the performance of job responsibilities.
  • Working knowledge of the State of Florida Public Records Laws, Florida Division of Archives Records Retention Schedule, Florida State Statutes and City ordinances.
  • Knowledge of the principles and application of Uniform Crime Reporting.
  • Knowledge of F.S.S. 943.0585(4) Court-Ordered Expunction of Criminal History Records and F.S.S. 943.059(4) Court-Ordered Sealing of Criminal History Records.
  • Effective time management ability, organizational and problem solving skills.
  • Ability to efficiently organize, prioritize, schedule and manage daily work activities, tasks and special assignments.
  • Strong inter-personal skills and the ability to deal effectively and courteously with co-workers and superiors.
  • Ability to access, input and retrieve information from a variety of office equipment and routine software programs.
  • Through knowledge of Business English and
  • Ability to understand and follow complex oral and written
  • Knowledge of the methods and techniques of the proper handling and precautions for classified, confidential, and sensitive
  • Knowledge of the current word processing, presentation, spreadsheet, and database programs used by the
  • Ability to listen to and understand information and ideas presented through spoken words and

Must be a high school graduate or have a GED. Ability to become Florida Notary certified.

Must have a valid Florida driver license. Ability to operate a motor vehicle. Every City of New Port Richey employee is required to fill out a Disaster Response Survey and is subject to being required to report to work during a declared disaster.
Records Clerk

Physical Ability:
Requires sedentary work that involves walking or standing some of the time and routine keyboard operations. The job risks exposure to no significant environmental hazards. The job requires normal visual acuity, and field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception. Ability to stand and sit for periods longer than 30 minutes but not to exceed four hours consecutively. Ability to climb stairs and ladders occasionally. Ability to lift boxes not exceeding 25 pounds occasionally.

Sensory Requirements:
Ability to hear, speak and understand conversation in English in various tones of voice, as well as accents or rapidly spoken in order to be able to do job. Ability to see, read, and comprehends letters, numbers, words, characters or symbols, which are both large and small. Ability to print and draw letters, numbers, words, characters and symbols which are legible and understood by others. Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to deal with stress related to routine deadlines and occupational problems, which demand immediate attention. Necessity to multi-task successfully. Ability to accept decisions made by others that may be in opposition of own views.

Applications can be emailed to faxed to 727-853-1043 or sent/dropped off to 5919 Main Street, New Port Richey, FL 34652   EOE/DFWP

The City of New Port Richey is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of New Port Richey provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.