Police Records Specialist - City of Longwood (FL) : Job Details

Salary : $40,167.29 - $50,749.24 Annually Location : Longwood, FL Job Type: Full-Time Job Number: 202500023 Department: Police Opening Date: 07/11/2025 FLSA: Non-Exempt Description Performs high level, skilled, clerical, responsible administrative and specialized records management work, which involves a variety of moderately complex and routine administrative tasks. Responsible for providing professional and courteous service to external and internal customers at all times. Work is performed under regular supervision. Examples of DutiesEssential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position. Responds to requests for confidential law enforcement information by retrieving information from the Records Management system. Provides properly redacted reports in compliance with Florida Statute and ensures accuracy of the information retrieved for distribution to the public. Processes and distributes requests for information and paperwork from departmental members, State Attorney's office, other agencies and the public. Prepares statistical information for in-house departmental needs, state reporting and public records requests, and requests from the Media for records. Responds to requests for body worn camera (BWC) footage, preparing detailed estimates, and upon payment, processing the requested video(s) with applicable redactions in compliance with Florida Statute in the video redaction software. Receives calls for the department and ascertains nature of business, directs to appropriate authority; answers questions and responds to inquiries or complaints on department operations, policies and procedures. Responsible for comprehensive review of all criminal reports, and arrest reports ensuring they are properly coded for compliance with NIBRS/FIBRS guidelines prior to transmission to the State and federal government agencies. Reviews and validates report content during transcription for errors. Updates specific statistical requirement reports: Supplemental Homicide Report and Law Enforcement Officers Killed or Assaulted (LEOKA) report for submission to FDLE. Submits monthly Hate Crimes, Cargo Theft, Human Trafficking and Use of Force reports to FDLE. Provides superior customer service for the Records window; answers phones, routes visitors, provides general information and initiates appropriate action to resolve inquires. Serves as the liaison for the repository of all official department records. Manages records destructions, juvenile civil citations, sealing and expungement in a timely manner within state guidelines. Receives and processes incoming mail and packages. Completes weekly deposits and reconciliation on all monetary transactions. Receives subpoenas for agency and prepares them for dissemination. May travel to deliver documents to other city, county or state offices as required, to fulfill department needs. Attends applicable trainings and conferences. Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City's Safety and Health Program. All employees serve an essential role in the City's disaster preparation and/or disaster recovery efforts, as may be designated by the City's Emergency Manager. Undertakes special projects as assigned by supervisor. Additional Duties: Performs related tasks or other duties as required or assigned. Minimum Qualifications Must possess a High School Diploma or equivalent. A minimum of two (2) years records management or related experience is required. Preferred candidate will have experience working for a government entity and/or law enforcement agency. An Associates or Bachelor's Degree in related coursework and Notary Public designation is preferred. Must maintain a Florida driver's license with an acceptable driving record. Must obtain a Criminal Justice Information System (CJIS) certification within first week of employment. Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire. Supplemental InformationSpecial Requirements Ability to pass law enforcement background clearance for law enforcement sensitive information. Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques. Thorough knowledge of business English, spelling and arithmetic. Ability to communicate proficiently and professionally both verbally and in writing. Thorough knowledge of the organization and functions of the department and of general administrative policies and practices. Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently. Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor. Ability to establish and maintain effective working relationships with associates and the general public and to deal with public relations problems courteously and tactfully. Ability to follow all applicable policies, procedures and regulations of (including but not limited to) City of Longwood, Longwood Police Department, Florida Department of Law Enforcement, Florida State Statute, General Records Schedule for Record Destruction, FBI Uniform Crime Reporting/NIBRS/FIBRS, and the Commission for Florida Law Enforcement Accreditation. Technical Requirements Skill in the operation of standard office and data entry equipment. Working Conditions This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Work requires reaching, fingering, grasping, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly. Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities. The worker is not subject to adverse environmental conditions. This position is open until filled Disclaimer The City of Longwood is an Equal Opportunity Employer. In compliance with The Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer. Benefits are effective the first day of the month, following 30 days of employment, unless otherwise stated benefits are for eligible full-time employees only. Health Insurance - The City offers three health plan options through United Healthcare. United Healthcare Plan 22 - $0 cost for employee coverage! United Healthcare Plan 21-H.S.A Plan - $0 cost for employee coverage! United Healthcare Plan 20 Health Savings Account (HSA)-The City offers employees the option of aHealth Savings Account (HSA), which is a tax-advantaged medical savings account available to eligible employees who are enrolled in a high-deductible health plan. Employees may use their HSA on qualified medical expenses. Flexible Spending - The City offers two Flexible Spending plans; a Health Care Flex Spending and a Dependent Care Flex Spending. Dental Insurance - The City offers two dental options through Guardian. One option is a DHMO option which requires you to designate an in-network provider. The other option is a PPO options which give you the freedom to use in- and-out of network providers. You can access the dental provider's network and find a dentist near you at Vision Insurance - The City offers a voluntary vision plan through United Healthcare Vision. Employer Paid Basic Group Life and AD&D Insurance - The City of Longwood provides you with $50,000 of life and AD&D insurance. Teamsters and IAFF positions may have additional life insurance provided. Optional: Employee Group Life and AD&D Insurance - You are also able to purchase additional life and AD&D insurance through the City. As a new hire, the guaranteed issue amount for employees to enroll is up to $100,000, up to $25,000 for your spouse and up to $10,000 for your child(ren). Employees are eligible for up to 5x your earnings to a maximum of $500,000. Your spouse is eligible for 50% of your coverage amount. Coverage over the guaranteed issue requires an Evidence of Insurability form. Employer Paid Long Term Disability - At no cost to you, as a new hire, you are automatically enrolled in this benefit. Aflac Voluntary Benefits - Through Aflac you will be able to enroll in Short-term Disability, Accident, Cancer or Critical Illness coverage, more information on how these plans work are available through Nationwide Pet Insurance - Nationwide pet insurance helps you cover veterinary expenses so you can provide your pets with the best care possible-without worrying about the cost. PENSION The City provides a Defined Contribution Program through Florida League of Cities; all regular full-time employees are automatically enrolled in this benefit. The City makes a 10% contribution to general employees' pension plan. The City contributes to the Teamsters (Police), and IAFF employees' pension plan and employees contribute 1% of their salary. Deferred Retirement - Full-Time regular employees have the option of joining a 457 Deferred Retirement Plan in addition to the Employees' Pension Plan. Employee Assistance - The City recognizes that personal problems and family member problems can affect work performance and quality of life in general. In an effort to provide support and assistance to employees and dependents, the City is providing this confidential program without cost to employees. Professional consultations cover financial matters, family communications, stress, alcohol/drug problems, emotional/psychological distress and legal problems. Vacation Leave - The City provides annual paid vacation time off work to eligible full-time employees to allow for rest, recreation and personal activities. Vacation entitlement is based upon service credit. Sick Leave - Regular full-time employees accrue (8) hours per completed month paid sick leave. Sworn firefighters accrue (12) hours per completed month paid sick leave. Sworn police officers accrue (8.4) hours (equivalent to the number of hours in a scheduled work shift). HOLIDAYS Thanksgiving Day The day after Thanksgiving Day Christmas Eve Christmas Day New Year's Eve New Year's Day Memorial Day Independence Day Labor Day Employee Birthday** Floating Holiday** 01 •Do you have tattoos on your face, neck, head or hands?

• Yes
• No

02 Do you have any experience working in a police environment or government agency? Note: all experience must be listed on your application/resume. Explain below. If none, enter N/A. 03 Describe your experience handling confidential documents, and where that experience was obtained. If none, enter N/A. 04 Describe your experience with recordkeeping and what technology you have used to convert & store records digitally. If none, enter N/A. 05 Describe your experience with Record Management/Record Destruction. If none, enter N/A 06 Describe your experience with Public Records Law and Florida State Statute 119. If none, enter N/A. 07 Describe your experience with National Incident Based Reporting System/Florida Incident Based Reporting System (NIBRS/FIBRS) or Uniform Crime Reports (UCR). If none, enter N/A 08 Have you ever committed any criminal acts for which you could have been arrested if they were discovered? If none enter N/A 09 Have you ever been arrested, charged, or detained by a law enforcement agency? (Include any arrests in which the charges were dropped, reduced, found not guilty, or in which the records were sealed or expunged. Failure to do so may result in termination of the application process. A Notice to Appear and Criminal Citations are considered an arrest and must also be listed. If yes, explain details to include charge, arresting agency, date and the final disposition of the case.) 10 Have you ever stolen anything from a current or former employer? If yes , explain below. If no , write N/A. 11 Have you used any of the following drugs illegally or without a valid prescription?

• Speed
• Barbiturates (Downers)
• Amphetamines (Uppers)
• Rush
• Quaaludes
• LSD
• Hash
• Ice or Methamphetamine
• Mushrooms (Psilocybin)
• Unprescribed Prescriptions
• Mescaline
• Steroids
• PCP (Angel Dust)
• Crack Cocaine
• Heroin
• Ecstasy
• MDMA (Molly)
• Bath Salts
• Synthetic Cannabinoids (K2)
• THC Extracts
• Methylome
• Amil nitrate
• Designer Drugs
• Peyote
• No

12 List ALL NAMES that you have EVER used, to include maiden, nick names, married, and legal name changes. 13 All City employees serve an essential role in the City's disaster preparation and/or disaster recovery efforts. I understand that if hired with the City of Longwood, I will be required to report for duty during disaster operations as directed by the Department Head. I also understand that occasional off-site trainings are required for this position.

• Yes
• No

Required Question