Records Clerk

***Position open until September 18, 2026***

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

Salary range is provided to show the min to max compensation for a position. It is not the basis for or guarantee of a starting salary.

 

Position Function:

The Records Clerk is a civilian position under the direction of the Records Supervisor who assists in providing moderately complex, operational and specialized clerical support duties and includes assisting people who comes to the police station seeking help and information, answering telephone inquiries, filling out forms for internal and for external communications and maintains accurate and orderly files and records.

 

The most important and essential job function of the position is attitude which includes the following: interacting positively and cooperating with co-workers, responding politely to customers, working as a team member, functioning under intense time pressure and responding in a positive manner to supervision.

 

 

ESSENTIAL DUTIES:

1. Responsible for the daily administrative operations necessary to achieve and maintain compliance with State Law and establish industry standards, to ensure efficient and effective implementation of records retention/distribution standards of best practice.
   
   
2. Responsible for administrative support duties relating to the Unit. Duties include receiving, processing, and filing information/data/officer's reports/records/traffic citations/affidavits; separating juvenile and adult records; computerized data entry/retrieval; maintaining files; and maintaining records for FCIC, NCIC, and DAVID. Processes worthless checks. Operates computerized records management system, and performs records searches. Facilitates Uniform Crime Reporting requirements. Compiles statistics. Ensures records retention/destruction is conducted as per State mandates. Prepares forms/correspondence/reports timely. Transmits case files to the State Attorney.
   
   
3. Responsible for exceptional customer service. Duties include providing general information and referral information in person and through telephone inquiries to internal and external customers. Prepares public records requests and redacts sensitive information as per Florida State Statute Chapter 119. Generates computer print-outs and photocopies. Provides fingerprinting services. Maintains confidential information.
   
   
4. Responsible for maintaining petti cash fund/customer receipts. Performs bookkeeping duties. Operates computerized payment system. Prepares timely documentation.
   
   
5. Responsible for clerical support duties to include; receiving, logging, and disseminating subpoenas for Department members; preparing/mailing correspondence; and maintaining appropriate inventory of supplies and equipment.
   
   
6. Responsible for ensuring timely registration and documentation of training for Department personnel. Duties include, but are not limited to facilitating travel arrangements, completing course registration arrangements, and the input/maintenance of member training records.
   
   
7. Performs additional duties as assigned.

 

Knowledge/Skills/Abilities:

• Required knowledge is normally obtained through the completion of a High School Diploma or GED.
  
  
• Bilingual & Victim/Witness Advocate certification preferred.
  
  
• NCIC/FCIC certification required upon hire date.
  
  
• Notary obtained within six (6) months of employment date.
  
  
• The position prefers a minimum of one (1) year of experience in an equivalent field or a combination of training and experience which provides the required knowledge, skills and abilities.
  
  
• Demonstrated proficiency of keyboarding 40 wpm with no more than five (5) errors required.
  
  
• The individual must possess good oral and written communication skills with the ability to communicate tactfully and impartially.
  
  
• Duties include speaking with customers and answering questions which requires the ability to communicate and present oneself in a professional manner.
  
  
• Must have the ability to make sound decisions, problem solve, organize thoughts and reason logically.
  
  
• Requires the ability to read, comprehend, interpret, analyze, and practically apply agency directives, reports, memorandums, and policies and procedures.
  
  
• The individual must be able to follow oral/written directions.
  
  
• The individual must be able to successfully maintain and work with confidential information.
  
  
• Must be able to read and understand Florida State Statutes, State of Florida records management mandates, City Ordinances, research, resource and supplemental materials, current FCIC policies/procedures, Uniform Crime Reporting procedures/codes, and case reporting clearance codes.
  
  
• Must be able to read and analyze date with the ability to apply appropriate application.
  
  
• The individual must be familiar with the Criminal Justice System and FDLE mandates as they apply to records management. Must be able to read, understand, and appropriately file various reports/documents/records.
  
  
• Must understand filing systems, and be able to file alphabetically/numerically.

 

Other Requirements:

• Must possess a valid Florida Class E driver license, and be able to operate a motor vehicle

 

• Must pass applicable post offer pre-employment testing and background and credit check selection process requirements.

 

SPECIAL REQUIREMENTS:

This position may be required to report for work when a declaration of emergency has been declared in Polk County.