Introduction
This is moderately complex office and specialized clerical work, which also includes customer service. Bargaining unit position.
Nature Of Work
An employee in this class performs a wide variety
of responsible and complex tasks in the Police Records Section and deals with
highly confidential and sensitive information. Tasks
are of average difficulty, which may include record keeping and administrative activities
to include customer service to fulfill public records requests via phone, email, mail, fax, in-person
and online following established procedures including the redaction of material
exempt by Florida State Statute, Chapter 119.
Provides public records request to other government agencies,
law firms, insurance companies or the public which pertain to criminal
police reports, calls for service and grid searches, traffic crashes and background
checks. Although under direction, many tasks are performed independently
requiring considerable initiative and independent judgment due to the highly sensitivity
nature of work assignments. Employees
may provide training on a limited basis.
Examples of Duties
Provide
copies of police reports including electronic imaging, filing and distribution;
individual arrest records and historical data; receipt of payment for TPD
services including report requests, and arrest record checks.
Responds
to customer inquiries submitted via customer service center, email, mail, fax, in-person
and online and ensures the confidentiality of sensitive criminal cases.
Research
information for all requests; fulfills requests through available resources;
performs appropriate redaction of documents as required by law; submits
documents to legal for review.
Processes a wide variety of official
records; expedites flow of information between various divisions/personnel as
necessary; serves as the liaison between the public and Tampa Police
Department.
Distribution
of confidential records to other jurisdictions and route time-sensitive
reports.
Background
and Address/Grid checks are performed by the employee upon request.
Prepares and maintains files; scans files;
research and prepare reports.
Operates standard office equipment
such as typewriter, calculator, computer, microfilm and microfiche equipment
and copier.
Operate cash register and collects monies
for requests; determine and calculates costs of items provided; generate
invoices for billing.
Receives and responds to more difficult
inquiries and complaints by establishing and promoting effective relationships
with the public, municipal officials, and other employees.
Subpoena
Management requiring a high level of accuracy to retrieve, accept and route to
proper department.
Performs related work as
required.
Knowledge, Skills & Abilities
Working knowledge of: business English and mathematics; standard office practices, procedures and equipment related to the assigned area; operation of computers and software packages may be required.
Some knowledge of: rules, regulations, policies, and procedures of the department to which assigned.
Ability and skill in: operation and minor maintenance of office machinery and equipment; data entry and operating computers accurately and at a prescribed rate of speed, when required.
Ability to: understand and follow moderately complex oral and written instructions; prepare reports; maintain accurate records; learn and perform assigned clerical and administrative tasks readily and with accuracy; meet the public and establish effective working relationships with others; train other employees when required.
Physical Requirements
Mobility— mostly sedentary, indoors, occasional standing and walking; Lifting/Carrying—occasional 20 pounds or less; Dexterity — frequent handling, reaching, grasping, overhead reaching and use of hands; Hearing/Talking — frequent hearing and speaking normal speech and speaking loudly over equipment noise; occasional hearing/talking on a radio; Visual —frequent use of good overall vision, at normal or corrected to normal acuity; frequent use of depth perception and peripheral vision; occasional reading and close-up work; very frequent use of computer, attention to detail, transcription/proofreading; Environmental — frequent indoors; Emotional/Psychological — frequent concentration and working and working independently; Special Requirements — working overtime, weekends, nights, holidays and/or emergency call-back; occasional travel.
Minimum Qualifications
Graduation from an accredited high
school, preferably supplemented by course work in business administration,
computers, or a related field, and one (1) year of general office, clerical or
customer service experience.
Licenses or Certifications
Upon hire employees must be able to obtain and maintain the
following:
NCIC/FCIC certification – every 2
years, HCSO clearance, SAO clearance, FEMA certification
Examination
Evaluation of education and experience. Drug
testing is included in all pre-employment processing.
Comments
Employees may be required to
work rotating shifts, including
nights, weekends, holidays, and overtime as needed. During periods
when the mayor issues an emergency declaration for the
City of Tampa, all employees may be
required to work in preparation, response
or recovery activities related to
the stated emergency.
Conclusion
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