Police Records Specialist

Police Records Specialist

Salary

$24.55 - $26.00 Hourly

Location

Police, Boca Raton, FL

Job Type

Full-Time

Job Number

04790

Department

Police Services

Division

Community Services 22/07001

Opening Date

10/02/2026

Closing Date

10/7/2026 11:59 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

N

• Description
• Benefits
• Questions

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job - it's your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to its employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether youre starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

Apply now and join the city that's building careers and shaping a stronger tomorrow!

General Statement of Job:

The Police Records Specialist I is an administrative support position responsible for advanced technical; clerical and customer service work related to the intake, maintenance, processing, dissemination, and retention of police records. Under the direct supervision of the Police Records management Supervisor, the Police Records Specialist I 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, State of Florida Public Records Law, Marsy's Law, and the Federal Privacy Act.

Essential Functions

• Answers telephone and receives customers at the front desk.
• Handles a variety of confidential information
• Collects money for the sale of forms, copies of reports, etc.
• Processes and files accident reports, citations, and arrests with the appropriate agencies
• Performs criminal history research, compiles, and updates records
• Releases records to the public and other agencies following state and federal guidelines, both in-person and through the Just FOIA system
• Maintains accurate records in the Records Management System (RMS)
• Fingerprints internal and external customers
• Reviews a variety of police related data for accuracy and completeness
• Assists in the preparation of periodic and special reports
• Collects, sorts, and distributes incoming mail for Police Services
• Enters emergency notifications into the CAD system
• Accepts and distributes subpoenas for departmental employees
• Related tasks as required

Knowledge, Skills and Abilities

Knowledge of:

• Modern office procedures, systems, and equipment
• Department programs, policies and procedures and applicable state statutes.
• State and Federal laws relating to records management and the dissemination of public and private information

Skilled in:

• Microsoft Office software and the ability to acquire competency in the use of departmental computer applications
• Public Unit Performance Objectives 1 - 10, including operations of Front and Second Window, Records Security and Accessibility, Mail procedures, Local Records Check, Fingerprints, Cash Register Operations, processing Subpoenas, and Just FOIA system

Ability to:

• Prioritize and keep accurate and detailed records
• Follow oral and written directions
• Communicate with the general public, both written and orally, to resolve requests and maintain records best practices
• Establish and maintain effective working relationships with other City personnel and the public as necessary
• Solve problems logically and efficiently

Minimum and Preferred Qualifications

MINIMUM QUALIFICATIONS:

• High School Diploma or GED OR
• Any combination of education and experience equivalent to graduation from high school AND
• One (1) year of complex administrative or clerical work experience which includes the receipt, processing, storage, and retrieval of a high volume of records and the operation of workflow management systems and/or record retention
• Possession of a valid State of Florida Class "E" driver's license

PREFERRED QUALIFICATIONS:

• Previous experience handling confidential information or experience working in a public safety work environment
• FCIC and NCIC Certification OR must be able to obtain FCIC and NCIC certification within the first six (6) months of employment

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicles Report (MVR) Check
• Certification/License Verification
• Credit Check
• Fingerprinting
• Polygraph
• Neighborhood Check
• Drug and Alcohol Screen

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran-Friendly Employer and Drug-Free Workplace.

The City is committed to a diverse and inclusive workplace and does not discriminate based on race, color, religion, sex, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status protected by law.

Veterans' Preference: The City proudly supports veterans and provides employment preference to eligible veterans and other individuals as required by Florida law. Applicants eligible for Veterans' Preference are encouraged to indicate their eligibility and provide the required documentation during the application process.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Years of Service Accrual

0 to 5 full years 8 hours per month

5 to 10 full years 10 hours per month

10 to 15 full years 12 hours per month

15 full years and over 14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of Service Percentage

Less than 2 full years 0%

2 to 5 full years 10%

5 to 10 full years 20%

10 full years or more 30%

Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1, each year - Paid during the month of December.

Years of Service Benefit

5 to 10 full years $600 annually

10 to 15 full years $800 annually

15 full years and over $1,000 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City's Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cignas Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you possess a CJIS (NCIC/FCIC) certification?

• Yes
• No

03

If you do not possess a valid and current CJIS (NCIC/FCIC) certification, will you be able to clear a FDLE/CJIS background check and security exam and maintain CJIS certification.

• Yes
• No

04

Do you possess a high school diploma or GED?

• Yes
• No

05

Do you have experience handling confidential information or experience working in a public safety work environment?

• Yes
• No

06

Do you possess and maintain a valid Florida drivers license - or are you able to obtain within thirty (30) days of hire?

• Yes, I have a valid Florida drivers license
• No, I do not have a Florida drivers license but can obtain within thirty (30) days of hire
• No, I do not have a Florida drivers license and cannot obtain within thirty (30) days of hire

07

Describe your computer experience and include types of programs that you are familiar with. (Ex. Microsoft Word, Outlook, Excel, Power Point) NOTE: "See Resume" will not be considered as a valid response. If you have no previous experience, please state "N/A"

08

How many years of previous experience do you possess in complex administrative or clerical work experience which includes the receipt, processing, storage, and retrieval of a high volume of records and the operation of workflow management systems and/or record retention.

• I have no previous experience
• Less than 1 year of experience
• 1 year of experience or more

09

The Citys hiring process for position within the police department will include an extensive background check that is job-related and consistent with business necessity. This can include a drug and alcohol test, medical examination, polygraph, psychological exam, SSN Trace, Criminal search, Sex Offender Registry search, Global Homeland Security Watchlist search, employment verification, neighborhood check, fingerprinting, reference checks, and a Driving History Report. Any discrepancies between the information provided within this application, and the results of the background will be considered untruthful and will be cause for immediate disqualification. Do you understand the requirements and affirm that the answers contained in this application and questionnaire are honest and correct?

• Yes
• No

10

I acknowledge that if hired, I shall not have any tattoos on the neck, face head, scalp, or hands with the exception of the below. A single, simple band-style tattoo on the ring finger signifying lawful marriage. and/or Cosmetic tattoos that replace makeup and maintain a natural, professional appearance.

• Yes
• No

11

Have you ever engaged in the use, possession, distribution, or sale of any illegal or controlled substances, including but not limited to marijuana or prescription medications without a valid prescription?

• Yes
• No

12

If you answered yes to the question above, provide the name of the drug(s) and the last date of usage below. * Please put N/A if this does not apply to you.

Required Question

Employer City of Boca Raton

Address 201 W. Palmetto Park Road

Boca Raton, Florida, 33432

Phone 561-393-7805

Website http://www.myboca.us