Records Clerk

Position open until September 18, 2026.

About the Role

The Records Clerk is a civilian position under the direction of the Records Supervisor, assisting in providing moderately complex, operational, and specialized clerical support. This role includes helping individuals who visit the police station, answering telephone inquiries, completing forms, and maintaining accurate and orderly files and records. A positive attitude is essential, including interacting cooperatively with co-workers, responding politely to customers, working as a team member, and functioning effectively under pressure.

Responsibilities

• Perform daily administrative operations to ensure compliance with State Law and industry standards for records retention and distribution.
• Receive, process, and file information, data, officers' reports, records, traffic citations, and affidavits; separate juvenile and adult records.
• Perform computerized data entry and retrieval; maintain files for FCIC, NCIC, and DAVID.
• Process worthless checks and operate the computerized records management system.
• Conduct records searches and facilitate Uniform Crime Reporting requirements.
• Compile statistics and ensure records retention/destruction follows State mandates.
• Prepare forms, correspondence, and reports in a timely manner; transmit case files to the State Attorney.
• Provide exceptional customer service, including general and referral information to internal and external customers via in-person and telephone inquiries.
• Prepare public records requests and redact sensitive information as per Florida State Statute Chapter 119.
• Generate computer print-outs, photocopies, and provide fingerprinting services.
• Maintain confidential information and manage petty cash fund/customer receipts.
• Perform bookkeeping duties and operate a computerized payment system.
• Receive, log, and disseminate subpoenas for Department members; prepare and mail correspondence.
• Maintain inventory of supplies and equipment.
• Ensure timely registration and documentation of training for Department personnel, including travel arrangements and course registration.
• Perform additional duties as assigned.

Requirements

• High School Diploma or GED required.
• Bilingual and Victim/Witness Advocate certification preferred.
• NCIC/FCIC certification required upon hire date.
• Notary certification must be obtained within six (6) months of employment.
• Minimum of one (1) year of experience in an equivalent field or a combination of training and experience.
• Demonstrated proficiency in keyboarding (40 wpm with no more than five errors).
• Strong oral and written communication skills; ability to communicate tactfully and professionally.
• Ability to make sound decisions, problem-solve, and organize thoughts logically.
• Ability to read, comprehend, interpret, and apply agency directives, policies, and procedures.
• Ability to follow oral and written directions and maintain confidential information.
• Familiarity with the Criminal Justice System, FDLE mandates, and records management.
• Ability to read, understand, and file various reports, documents, and records alphabetically/numerically.
• Valid Florida Class E driver license; ability to operate a motor vehicle.
• Must pass pre-employment drug screen, physical, background check, credit check, and polygraph examination (for Police Department applicants).

Special Requirements

This position may require reporting for work when a declaration of emergency has been declared in Polk County.