Records Coordinator Police Department

Lake City, City of•Lake City, FL

3d•Onsite

About The Position

This is an advanced administrative, clerical, records management, and some auditing work involving various functions and responsibilities of the Police Department. The Records Coordinator will manage Records Storage, including onsite and off-site records, maintain an inventory of vital records, and prepare records for destruction according to approved Florida Records Retention Schedules. This role involves archiving records with historical value, performing research on active and inactive records, and preparing documents for filing, public records viewing, and copying. The position also includes performing statistical and record-keeping functions, assisting with records management training, preparing State's Attorney packets, and ensuring compliance with federal, state, and local legal requirements. Additionally, the role is responsible for imaging documents, indexing, and quality assurance of scanned images, ensuring the security and preservation of records, and interacting with the public and City administration to produce records as required by the Florida Public Records Act. The Records Coordinator will also assist with processing affidavits, public records requests, and subpoenas, provide general information, prepare cost estimates for records, and assist in staffing the City’s Emergency Operations Center. Minimal direction is required for providing administrative support to the Police Chief and command staff, greeting visitors, analyzing and resolving administrative problems, and developing procedural improvements. Various administrative duties such as filing, typing, and computer input are also part of the role.

Requirements

Must have the ability to perform office duties as expected
Knowledge of laws and regulations governing the publishing, filing, indexing and safekeeping of official police department documents
Knowledge of Florida Retention Schedules
Knowledge of research methods and techniques
Ability to communicate effectively, both orally and in writing
Ability to conduct research, analyze and present findings in a clear, concise manner
Ability to meet the public, to understand their questions, and provide clear answers
Knowledge of business English and spelling
Ability to understand and follow oral and written instructions
Ability to access, input and retrieve information from a computer
Ability to learn assigned clerical tasks readily and to adhere to prescribed routine
Skilled in the use of data input equipment
Proficiency in Microsoft Office and Excel
Must be a high school graduate or possess a General Education Diploma (GED)
Three (3) years of clerical experience including experience with data processing systems, records management, document imaging office automation, and organization.
Must have valid Florida Driver’s License.
Must possess a FRMA (Florida Records Management Association) certification or the ability to obtain within three (3) years of employment.

Nice To Haves

FRMA (Florida Records Management Association) certification

Responsibilities

Manages Records Storage Unit inclusive of onsite and off-site records.
Maintain inventory of vital records and records stored at off-site records facility.
Prepares records disposition schedules for all department records.
Prepares records for destruction in accordance with approved Florida Records Retention Schedules.
Performs research on active and inactive records.
Prepares documents for filing, public records viewing and copying.
Perform statistical and record keeping functions.
Assists in coordinating records management training with Police Department’s Office of Professional Standards.
Prepares reports, researches records, and maintains records and files.
Attends and participates in meetings as required.
Ensures compliance with federal, state, and local legal requirement by researching existing and new legislation.
Advises Police Department management of actions and potential risks.
Prepares State’s Attorney packets.
Keeps up to date on information and technology affecting functional areas to increase innovation and ensure compliance.
Responsible for imaging of Department documents, indexing and providing quality assurance of images scanned.
Ensures the security and preservation of records in storage.
Interacts with the general public, City administration and Department employees to produce records as required by the Florida Public Records Act.
Assists with processing affidavits, public records requests, subpoenas, or similar documents.
Gives general information concerning regulations and office procedures.
Prepares cost estimates for records requested.
Assists in staffing the City’s Emergency Operations Center when activate.
With minimal direction, provide administrative support to the Police Chief and command staff.
Greets and assists visitors and staff in a friendly, professional and hospitable manner; provides information as requested.
Analyzes and helps resolve administrative problems.
Develop and coordinate methods and procedural improvements to foster greater productivity.
Performs various administrative duties: filing, typing, telephone answering, computer input/retrieval.
Plans, initiates, and carries to completion various administrative assignment.
Attends training and education opportunities.
Performs other duties as assigned.