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Police Records Associate

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Police Records Associate

Salary

$20.38 - $29.95 Hourly

Location

Employment Services, FL

Job Type

Full Time Regular

Job Number

6101-16

Department

Lakeland Police Department

Division

GSS General Services 1407110000

Opening Date

10/13/2025

Closing Date

10/20/2025 4:00 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

NA

+ Description

+ Benefits

+ Questions

GENERAL DESCRIPTION OF CLASS

This administrative support position is responsible for advanced technical, clerical, and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Employees in this classification perform a variety of police records and information systems work in response to internal and external requests requiring the application of communication skills and considerable knowledge of departmental operations and procedures, the State of Florida Public Records Law, and the Federal Privacy Act. Work requires the exercise of initiative, independence, and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation, and analysis of reports and results achieved.

This posting will close after the receipt of the first 30 qualified applicants or 1 week (October 20 at 4:00 PM), whichever comes first.

ESSENTIAL FUNCTIONS

The following examples do not necessarily identify duties performed by any single incumbent. The following information is intended to be descriptive of the responsibilities of the classification.

+ Processes criminal reports, fingerprint cards, photographs, returned checks, false alarms, and other miscellaneous information

+ Processes Notices or Arrest Affidavits for transmittal to other governmental agencies requiring said information.

+ Processes uniform traffic citations for transmittal to the Clerk’s Office and Department of Motor Vehicles.

+ Performs computer entry of daily reports promptly; processes daily accident, incident, and arrest reports.

+ Handles customer requests from citizens, insurance companies, law enforcement agencies, and criminal justice personnel relative to the location and dissemination of official police records consistent with applicable State and/or Federal law and departmental policy.

+ Receives, issues receipts, and processes monies for report copies and record services.

+ Prepares files and distributes criminal reports as required; provides releasable information following Florida Public Records Laws

+ Reviews or enters information on reports for accuracy, completeness, and compliance with the Police Department’s computerized records system before filing all documents received.

+ Validates all applicable NCIC/FCIC entries by comparing the NCIC/State printout to the original source document(s) and verifying the status of the entry with the appropriate authorities following established state/federal/agency procedures to ensure that they are complete, accurate and up to date.

+ Prepares invoices and accepts certain payments for requests and maintains records of payments received.

+ Assists with keeping an inventory of citations and will adhere to a strict policy for signing out books.

+ Trains, assists, and advises newly hired Records Specialists, ensuring adherence to established policies, procedures, and standards.

+ Prepares and scans documents as part of the records retention program required by the State of Florida.

+ Participates in training classes, seminars, and simulation exercises (if applicable) designed to enhance job-specific skills, knowledge, and abilities or to fulfill specific requirements.

+ Analyzes all reports to facilitate the merge process after supervisor approval, which is the essential function that allows reports to become available to the courts, the public, other agencies, and internally.

+ Scrutinizes all case/arrest reports for completeness.

+ Tracks FIBRs (Florida Incident-Based Reporting) and corrects errors daily.

+ Runs a weekly compliance report on FIBRs edits to ensure that our monthly total is under a 4% error rate allotted by the state of Florida.

+ Modifies and adds Florida state statutes, gun make/models, and vehicle make/models.

+ Consolidates subject names in the master name index to reduce duplication.

+ Processes court-ordered sealed and expungements.

+ Completes background checks for internal personnel, police applicants for other agencies, and the military.

+ Processes and distributes the internal and external mail.

+ Processes chauffeur permits for taxi drivers within the city limits of Lakeland.

+ Reviews, logs, and responds to public records requests.

+ Identifies, performs, or coordinates the redacting of confidential, exempt, and sensitive information in responsive records following Florida law.

+ Updates knowledge and understanding of technology and public records law continuously.

+ Work efficiently while effectively prioritizing new requests and related requirements.

+ May be required to work overtime or alternate hours as necessary for the efficient operation of the department.

+ Position designated as Mission Critical by Department Director.

ADDITIONAL FUNCTIONS

+ Performs related work as required.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE)

+ High School diploma from an accredited school or a GED.

+ Five (5) years of experience performing progressively more complex secretarial/clerical duties.

An equivalent combination of education, training, and experience which provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered.

SPECIAL REQUIREMENTS

+ Must possess and maintain a valid driver’s license.

+ Must maintain a valid telephone number.

+ May be required to accurately keyboard at the rate of 30 words per minute.

+ Familiarity with Laserfiche preferred.

+ Must pass a truth verification examination.

+ Must acquire an understanding of LPD Agency General Orders and CFA (Commission for Florida Law Enforcement Accreditation).

+ Must obtain and maintain Notary Public status with the State of Florida within three (3) months of employment.

+ Obtain a certified NCIC/FCIC operator within three (3) months of employment.

+ May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

KNOWLEDGE, SKILLS, ABILITIES

+ Knowledge of business English, spelling, punctuation, office practices and procedures, and various computer software applications.

+ Knowledge of State and Federal laws relating to records management and disseminating public and private information (FSS 119).

+ Skill in operating computers and standard office equipment.

+ Ability to make arithmetic computations and tabulations rapidly and accurately.

+ Ability to readily acquire and make minor decisions from knowledge of applicable regulations and related division policies and procedures.

+ Ability to maintain the confidentiality of sensitive and exempt criminal justice information

+ Ability to communicate tactfully and courteously with the public, employees, and officials and establish and maintain harmonious working relationships with other employees.

+ Ability to solve problems logically and expeditiously.

+ Ability to prepare and maintain correspondence, reports, records, and perform routine office management details without referral to a supervisor.

+ Ability to prioritize work to meet time constraints.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

+ Requires sedentary work that involves walking or standing some of the time, exerting up to 35 pounds of force regularly, and routine keyboard operations.

+ The job requires normal visual acuity, field of vision, hearing, speaking, color perception, depth perception, texture perception, and good manual dexterity.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

Required Documents

1. Copy of DD214 – Military Discharge (if applicable).

Applicants for the position of Police Records Associate are required to submit a copy of ALL required documents with the employment application. Applicants will not be eligible for employment until ALL required documents have been submitted to CIVIL SERVICE or uploaded with the application. Documents will not be accepted after the closing of the job posting.

Elements of the selection process

Our system allows you to work on your application and save the application without submitting it. This is done to allow you to save your work and come back to finish the application without having to start over. Your application is not considered “complete” until it is thoroughly filled out, without missing information, and ALL required documents are received by Civil Service. If you submit your application and do not “complete” it before the closing of the job posting, your application will be rejected from the system and you will have to start the application process over. The application WILL NOT be accepted or reviewed until it is “complete”.

After submission of the completed application (including ALL required documents) the application will be accepted.

Once your application has been reviewed and accepted based on minimum qualifications for the position, you will be notified of a testing date for the Police Records Associate Knowledge Test. The test will consist of knowledge and skills testing related to the basic duties of a Police Records Associate.

Once you have successfully passed the Police Records Associate examination, your qualifications and test scores will be reviewed to determine if you will receive an interview. The interview process will consist of a structured, panel interview rated by subject-matter experts using the Police Records Associate Competency Model. The panel will consist of at least three LPD staff members.

If selected to move forward, you will be invited to complete a biographical interview, conducted by a member of the G.S.S. staff. The biographical interview will consist of a full comprehensive review of the application submitted to confirm accuracy of the information provided. Applicants that are selected to continue in the process will be given information and instructions for the submission of a Personal History Questionnaire, which will be required to move forward in the process.

Those applicants that are selected for employment will be given a conditional offer of employment. The job offer is contingent upon the successful completion and approval of a Truth Verification Examination (i.e. polygraph or computer voice stress analysis), medical examination, drug screen testing and completed background investigation.

A thorough background Investigation will be completed on all candidates prior to employment.

The applicant will receive written notice either by mail or electronic mail at each phase of the selection process advising them that they were selected to move forward in the process or that they were not selected. It is the responsibility of the applicant to ensure that the e-mail address provided on the application is correct and to provide any updated information to Civil Service during the application process.

Once a decision has been reached to offer the applicant employment OR that the applicant will not be offered employment, applicants will be notified within 30 days. The intent of the Lakeland Police Department’s Personnel Services Section is that the selection process, from the date of the exam until the applicant is advised of a decision regarding employment, will not extend beyond 180 days.

When the applicant is selected for employment and all elements of the selection process have been passed, the applicant will begin the in-house training and familiarization of the positional duties. The new employee will be on probationary status until their one-year probationary period is successfully completed. Applicant will be required to obtain a State of Florida Notary Certification within 3 months of employment.

Reapplication

Reapplication, retesting, and re-evaluation of applicants not hired is permitted after six months as long as nothing in the application history indicates an unfitness for employment. Conditions that qualify as unfitness for employment include revelations of unacceptable drug use, criminal records, or other factors discovered during the selection process.

Background Investigation

A background investigation of each candidate for all positions is conducted prior to appointment to probationary status. The background investigation may include, but is not limited to:

a. verification of qualifying credentials

b. a review of any criminal record

c. a review of applicants driving record

d. fingerprint check

e. warrants check

f. records check

g. verification of at least three personal references

h. a review of prior employment/military history

i. a review of applicants employment and academy files

j. review of social site/internet information

Be advised that sensitive or confidential aspects of the applicant's personal lives may be explored.

Truth Verification Examination:

A computer voice stress analysis (CVSA) or polygraph examination of all candidates receiving a conditional offer of employment is conducted and assessed by a qualified professional prior to appointment to probationary status. Candidates are provided with a list of areas from which the truth verification examination questions will be drawn prior to the examination. The results of a truth verification examination shall not be used as a single determinant of employment status.

Drug Screen:

A drug screen of all candidates receiving a conditional offer of employment is conducted and assessed by a qualified professional prior to appointment to probationary status. The drug screen tests for recent usage of controlled substances, either illegal or prescribed substances. Prohibited substances are defined by departmental directives and are available to candidates who have questions concerning prohibited drug usage.

The City of Lakeland is an Equal Opportunity/Equal Access Employer and a Drug Free workplace.

City of Lakeland

2024 Summary Sheet

Annual Leave

Annual leave is accumulated bi-weekly and based upon years of service as follows:

Annual leave may be taken as earned by employees hired after January 1, 1989. Employees hired prior to that date use annual leave within the calendar year following the year the leave is earned. All employees may carry over up to a maximum of twenty (20) days at the end of the calendar year. Regular part-time employees who work at least twenty (20) hours per week accrue annual leave at the rate of four (4) hours per month.*

Sick Leave

Sick rate is accrued biweekly based upon years of service and standard hour classification. Eligible for use as soon as earned. Regular part-time employees who work at least twenty (20) hours per week accrue sick leave at the rate of four (4) hours per month.

*NOTE: REGULAR employees with a working day other than eight (8) hours, please contact your supervisor regarding these policies.

Sick Leave Pool

Allows employees to receive sick leave benefits in cases involving catastrophic or long-term illnesses or injuries after all personal leave time has been depleted. Regular full-time employees contribute eight (8) hours and Regular part-time employees contribute four (4) hours on an annual basis. Employees must have completed one full year of service on or before December 31st of the calendar year enrollment; and have accumulated at least forty (40) hours of sick time (twenty (20) hours for Regular part-time employees). Participation in this program is voluntary.

For more information contact Amanda Kaiser at 834-8768

Family & Medical Leave

Federal legislation guarantees up to twelve (12) weeks per year off work under certain circumstances outlined in the policy manual. The employees must have been employed by the City for at least twelve (12) months and have at least 1,250 hours of service during the 12-month period before the requested leave. The City will continue its group life and health insurance for an employee on leave at the same level and under the same conditions that existed while the employee was working.

For more information contact Dawn Justice at 834-6038.

Pension Plan

Provision for retirement income requiring mandatory participation for full-time regular employees.

Defined Benefit Plan:

Plan C Employee 4.16%

Employer 15.66%

OR

Defined Contribution Plan:

Executives, New Hires aged 52 and older, and Fire/Police Recruits

Employee 8.5% or 11% per election upon hire

Employer 15.39%

Deferred Compensation 457 Plan:

A voluntary plan that is invested in mutual funds. The Employees' Pension Board performs the due diligence on the mutual funds. Employees may reallocate their account at any time.

Maximum contribution for 2025 is $23,500; employees age 50 or older can also add a "catch-up" amount of $7,500; employees age 60-63 can also add a "catch-up" amount of $11,250.

Additionally, a match of up to 5% of salary is offered by the City in Plan C.

Holidays

Twelve (12) holidays, includes one (1) personal floating holiday to be used at any time after three (3) months of employment and prior to the end of the calendar year.

Funeral Leave

Up to three (3) days off with pay due to death of an immediate family member (as defined in the policy manual). Up to four (4) hours off with pay may be obtained through supervisor approval to attend local funeral services of persons other than immediate family.

Jury/Witness Duty

Employees required to serve on jury duty will be relieved of responsibility for their regular work shift or portion thereof and receive full pay while serving. All fees received for such service may be retained by the employee. Employees subpoenaed to any civil or criminal court proceeding, which employee is not personally or monetarily interested, shall be paid as if engaged in regular work activities.

Military Leave

Allows for up to 240 hours in any one calendar year for annual military training without loss of pay or benefits for any employee in some type of reserve status for the United States Armed Forces. (see policy manual for additional information).

Maternity Leave

Refer to Family & Medical Leave for those employees who qualify. Others may take up to three (3) months leave of absence available upon approval of the Department Head. Employees may opt to utilize any combination of paid (sick or annual leave) or unpaid leave.

Leave of Absence Without Pay

Written requests are subject to approval by Department Head and City Manager or designee for less than ninety (90) days. Requests for more than ninety (90) days also require Civil Service Board approval for employees in a Civil Service classification.

Longevity Pay

Tuition Reimbursement

Program provides employees up to $2,500 per fiscal year (October 1 through September 30) for reimbursement of tuition of approved college, university, vocational, or correspondence classes upon completion with a grade of "C" or better in credit courses only. Full reimbursement is given for courses and fees, upon approval. The program does not include reimbursement for cost of books, supplies or other related expenses.

For more information, contact Melissa Yelnick at 834-6844.

Suggestion Awards

A program designed to provide a consistent and organized method for employees to submit and be rewarded for constructive ideas for improvement. Maximum award is $1000.

For additional information, contact Employee Engagement and Development at 834-6837.

Direct Deposit of Paycheck (refer to handout in new employee folder)

An account must be established with the institution of your choice prior to signing up for direct deposit.

Uniforms/Equipment

Uniforms issued at no cost to employees for those job classifications which require them. Equipment is issued to employees at either no cost or discounted cost depending upon job classification.

Parking

Free while at work.

Break Periods

Employees may be permitted two (2), fifteen (15) minute breaks during the workday. The time shall be at the discretion of the supervisor.

For Information on Health Insurance, Dental, Vision, and Life Insurance please contact Benefits at 834-6797.

For Information on Retirement Benefits, contact the Retirement Services Department at 834-8765 or 834-8797.

For Information on Firefighter and Police Officer Retirement Benefits, contact Foster & Foster at 239-333-4872.

01

Are you a citizen of the United States?

+ Yes

+ No

02

Have you ever received a dishonorable discharge from any of the Armed Forces of the United States?

+ Yes

+ No

03

Any person who, after July 1, 1981, pleads guilty or nolo contendere to, or is found guilty of a felony, or of a misdemeanor involving perjury or a false statement, shall not be eligible for employment or appointment as an officer, not-withstanding suspension of sentence or withholding of adjudication. Have you been convicted of any felony or of a misdemeanor involving perjury or false statement?

+ Yes

+ No

04

Do you have a High School diploma from an accredited school or its equivalent (GED)?

+ Yes

+ No

05

Have you ever, by word of mouth, or in writing advocated, advised, or taught the doctrine that the government of the United States of America, or of any political subdivision thereof, should be overthrown by force, violence, or any unlawful means?

+ Yes

+ No

06

Are you willing to take a Truth Verification Examination (i.e. polygraph or computer voice stress analysis) to verify all information supplied in this application?

+ Yes

+ No

07

Have you illegally used, experimented, or otherwise possessed marijuana, or any of its derivatives within the past 2 years?

+ Yes

+ No

08

If you have illegally used, experimented, or otherwise possessed marijuana, or any of its derivatives within the past 2 years, please provide a detailed explanation of the incident(s) and provide the month/year of last use. Otherwise, enter N/A.

09

Other than marijuana, within the past 5 years, have you illegally used, experimented, or otherwise possessed any controlled substance listed under Florida Statute 893, including synthetic drugs and the use of prescription medications that were not prescribed to you.

+ Yes

+ No

10

If you have, within the past 5 years, illegally used, experimented, or otherwise possessed any controlled substance listed under Florida Statute 893, including synthetic drugs and the use of prescription medications that were not prescribed to you, please provide a detailed explanation of the incident(s) and include the name of the illegal drug used and the month/year of last use. Otherwise, enter N/A.

11

Have you ever illegally cultivated, manufactured, sold, or delivered a controlled substance at any time?

+ Yes

+ No

12

If you have illegally cultivated, manufactured, sold, or delivered a controlled substance, explain and enter the date of the occurrence(s). Otherwise enter N/A.

13

If you have ever been convicted of a criminal offense list each offense and explain. Otherwise enter N/A..

14

Have you ever been arrested, charged, or received a notice to appear or summons for any criminal violation? If yes, please explain. Otherwise enter No.

15

List all traffic tickets other than parking, explain why received, when received, and final disposition. Enter N/A if you have never received a traffic ticket other than parking.

16

If your license has ever been suspended or revoked, explain in detail. Otherwise enter N/A.

17

Have you had a DUI conviction within sixty months of this application?

+ Yes

+ No

18

List what illegal drug(s), if any, you have used. List the number of times you used the illegal drug(s) and the time frame in which the use(s) occurred. This includes any prescription medication you have taken that was not prescribed to you. The format for answering this question is: TYPE of illegal drug(s), NUMBER OF TIMES the drug(s) was used, PERIOD OF TIME in which the drug(s) was used. LIST EACH ILLEGAL DRUG(S) USED IN THE ABOVE FORMAT SEPARATELY. If you have never used any illegal drug(s), please state I have never used any illegal drug (s).

19

List any honors, awards, or scholarships received from an educator or employer. Indicate none if you have none.

20

Do you understand that if you HAVE SERVED in the Armed Forces, you must supply a copy of your DD214 Form-4 to the City of Lakeland Department of Civil Service?

+ Yes

+ No

21

If you have served in the Armed Forces, list the branch(es) of service and the corresponding highest rank achieved. Otherwise enter N/A.

22

If you have served in the military, list the type and date of each discharge. Otherwise enter N/A.

23

If any type of disciplinary action was taken against you in the service, please provide the Date, Place, Nature of the offense, and Action taken. Otherwise enter N/A.

24

If you are a naturalized citizen, please provide: Date, Place, Court, and Naturalization Number. Otherwise, enter N/A.

25

If you have any tattoos describe the design and location. Otherwise enter N/A.

26

With or without reasonable accommodation(s), can you perform the essential functions of the job as described in the job description? Please answer Yes or No. If you require any reasonable accommodation(s) to perform the essential functions of the job as described in the job description, please provide a narrative statement that describes reasonable accommodation(s) needed below:

27

Can you operate a motor vehicle?

+ Yes

+ No

28

Have you ever been terminated from employment? If yes, list the name of the employer. Otherwise enter "No, I have never been terminated from employment."

29

Have you ever been disciplined in anyway, dismissed from or asked to resign by any employer? If yes, please include all verbal and written counseling's, warnings, reprimands, suspensions, or involuntary resignations. Otherwise enter No.

30

List names of relatives or friends employed by the Lakeland Police Department. Format is: Name, Relationship. Otherwise enter N/A.

31

If you have ever applied to another law enforcement agency, list the name of the agency and the date(s) and status of each application. Otherwise enter N/A.

32

Please indicate your highest level of education.

+ Less than a High School Diploma or GED

+ High School Diploma or GED

+ Some College - less than 30 credit hours

+ Some College - 30 credit hours, but less than 60 credit hours

+ Associate's Degree or 60 credit hours

+ 90 Credit Hours

+ Bachelor's Degree or 120 credit hours

+ Master's Degree

+ Doctorate Degree

33

If you have a college degree, please indicate the area of study for your degree. If not, please type N/A.

34

Please indicate your level of experience in performing progressively more complex secretarial/clerical duties.

+ No experience.

+ Some experience, but less than 1 year.

+ At least 1 year, but less than 3 years.

+ At least 3 years, but less than 4 years.

+ At least 4 years, but less than 5 years.

+ 5 years or more.

35

Please provide a narrative supporting your answer to the above question. Be sure to include the specific job title, job duties, organization and the dates where the work was performed. Note: The employers and dates of employment that you list here must also be included in the "Work Experience" section of this job application.

36

By clicking "Yes" below, I understand that all relevant work experience MUST be entered in the "Work Experience" section on my application. In addition, all current City of Lakeland employees must list all previous City of Lakeland work experience in the "Work Experience" section of the application. Failure to complete the "Work Experience" section will disqualify you from the application process.

+ Yes

+ No

37

I have read and understand that the required documentation is to be submitted with my employment application for POLICE RECORDS ASSOCIATE with the Lakeland Police Department. I further understand that if I submit an application and do not "complete" it before 4 p.m. on the posted closing date (listed on the posting), my application will be rejected from the system and I will have to start the application process over. I understand that my application WILL NOT be accepted or reviewed until it is "complete".

+ Yes

+ No

Required Question

Employer

City of Lakeland, Civil Service

Address

500 N Lake Parker Avenue Lakeland, Florida, 33801

Phone

(863)834-8790

Website

http://www.lakelandgov.net/employmentservices