Exempt Non-exempt Full Time Part Time ( 40 hrs./week) Position Summary: Under the direction of a supervisor, incumbent performs a variety of communicative functions and technical, administrative and clerical duties in support of the Punta Gorda Police Department. Essential Duties and Responsibilities include the following. Other duties may be assigned as dictated by operational necessity. Receives and answers public records requests for information from the public by telephone, written correspondence and in person concerning the city and /or police public information. Performs quality review and dissemination of incident reports to ensure report standards are met. Performs routine data entry into the OSSI Records Management system. Collects money and prepares receipts for the sale of report copies, fingerprint services and other public records. Reads/classifies agency reports for Uniform Crime Reporting; performs routine and detailed duties in the classification and coding of data information and the proper data records retention and storage. Prepares and maintains routine fiscal records and cash transaction ledgers; maintains records and filing systems; maintains/orders inventories and supplies, and sorts and processes incoming/outgoing departmental mail. Performs various tasks which provide for customer service at the records front window including but not limited to: fingerprinting, background checks, report requests, issuing of visitor cards, coordinating calls for service to dispatch and coordinating appointment arrivals. Processes billing for alarm responses by police officers as well as extra duty details worked by police officers. Provides general information on questions, researching and relaying information to citizens; refers citizens to appropriate city sources for action or administering special programs for police department activities. Processes court ordered seal and expungements and purges documents in accordance with police department, city and State of Florida records retention guidelines. Process the Daily Records Review to ensure the accuracy of incident reports, case supplements, arrest reports, citation and warning notices, field contacts, accident reports, K9 reports, etc. Distributes appropriate paperwork to local government and non-government entities as appropriate. Conduct routine audits on electronic and hard copy Uniform Traffic Citations to ensure accountability to the State of Florida for these records. Complete all data entry related to arrest paperwork and ensures documents are transmitted to the State Attorney s Office and the Department of Highway Safety and Motor Vehicles as appropriate. Make juvenile arrest notifications to the school system as appropriate. Completes a variety of monthly reports for the agency including the Monthly Activity Report, Criminal Investigations monthly activity report, Uniform Patrol monthly activity report and Uniform Crime Report. Prepares routine paperwork associated with background investigations, phone bill reimbursements, court ordered reimbursements, routine letters, copier maintenance, transcription submittals and tag and license disposals. Performs all aspects of the police department s portion of the Court Liaison program including accepting and delivering subpoenas and continuance letters. Performs the function of Executive Assistant to the Chief of Police in her/his absence. Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification. Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each assigned essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Page 1 of 5
Exempt Non-exempt Full Time Part Time ( 40 hrs./week) Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Knowledge, Skills, and Abilities: Working knowledge of the proper construction of English grammar and syntax. Working knowledge of various office equipment including personal computer, copier, fax machine, 10-key calculator, multi-line telephone, etc. Working knowledge of Microsoft Word, Microsoft Excel, Microsoft Outlook and Adobe Professional preferred. Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc. Skill in proof-reading documents and making appropriate corrections. Skill in the operation of various office equipment. Must be able to type 30 words per minute on an office personal computer with minimal errors. Ability to articulate clearly both orally and in writing in a professional manner. Ability to prioritize and arrange schedules. Ability to exercise sound judgment with average supervision and oversight. Ability to comprehend and interpret semi complex laws, policies or procedures. Some knowledge of the functional and structural organization of the police department and the city. Working knowledge of applicable laws, codes, regulations, policies and procedures. Education and Experience: Graduation from high school, or a GED from a properly accredited institution of learning. Three (3) years clerical experience in a reasonably fast-paced office environment. Any combination of education and experience which provides the requisite mental and communication skills. Certificates and Licenses: Notary Public or the ability to acquire a Notary Public's certification required. FCIC/NCIC Limited Access certification or the ability to acquire the certification within three months. Must possess a valid Florida driver's license. Supervisory Responsibilities: None Essential Physical Abilities: Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable Physical Skills Constant Frequent Occasional N/A Heavy lifting (45 lbs. and over) Page 2 of 5
Exempt Non-exempt Full Time Part Time ( 40 hrs./week) Moderate lifting (15 to 44 lbs) Light lifting (under 15 lbs) Heavy carrying (45 lbs and over) Moderate carrying (14 to 44 lbs) Light carrying (under 15 lbs) Reaching above shoulder Use of fingers Both hands required_ Climbing (use of legs and arms) Climbing (legs only) Good near vision Good distant vision Both eyes required Depth perception Distinguishing basic colors Distinguishing shades of colors Good hearing (with or without hearing aid) Straight pulling Pulling hand over hand Pushing Walking Standing Crawling Kneeling Bending Balancing Stooping Jumping Running Throwing Driving (cars, small vans, pick-ups, etc.) Driving & operating (heavy equip., trucks, etc.) Environmental Conditions: Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable Environment Constant Frequent Occasional N/A Work Inside Work Outside In the Heat In the Cold In High Humidity In Dampness or Chilliness In Dry Conditions In or with Noisy Conditions In Darkness Page 3 of 5
Exempt Non-exempt Full Time Part Time ( 40 hrs./week) In or with Dusty Conditions With Silica, Asbestos, etc. With Fumes or Gases With Smoke or Flames With Chemicals With Solvents With Grease or Oils With Radiant Energy With Electrical Energy On Slippery Surfaces On Uneven Surfaces In or With Moving Objects In or With Ladders/Scaffolding At Heights above Ground Level Below Ground Level In Water With Explosives With Poor Ventilation With Odors With Unusual Fatigue Factors Other Relevant Information: Page 4 of 5
Exempt Non-exempt Full Time Part Time ( 40 hrs./week) Disclaimers: All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise. All employees are expected to comply with all federal and state laws and regulations as well as internal policies and procedures of the City of Punta Gorda, including the City of Punta Gorda Code of Conduct and safety policies and procedures. I have read and understand the contents of this Job Description. I certify that I am capable of carrying out the Essential Duties and Responsibilities as specified. Employee Name Employee Signature Supervisor Name Supervisor Signature HR Manager Name HR Manager Signature City Manager Name HOWARD KUNIK City Manager Signature Page 5 of 5