Records Management Specialist

Records Management Specialist

Salary

$47,501.76 - $71,252.64 Annually

Location

City of Doral, FL

Job Type

Full Time

Job Number

06032026

Department

Police

Opening Date

06/03/2026

Closing Date

6/10/2026 5:00 PM Eastern

• Description
• Benefits
• Questions

General Purpose

This is a non-sworn classification responsible for the police records unit. Responsibilities of the position are centered on extensive contact with departmental patrol and investigative personnel and the public, in person and over the telephone. Successful performance of the work includes ensuring that police records are prepared, filed, maintained, distributed and purged according to policies, procedures and regulations of the department and a variety of state and federal criminal justice agencies. This class is distinguished from other office support and office administrative classes by the necessity for knowledge of law enforcement practices, procedures and terminology in addition to the Public Records Act and those portions of the Government Code pertaining to public records. Under the general supervision of the Police Chief, plans, coordinates, and supervises and reviews the operations of the Police Departments Records Division, including performs the preparation, processing, indexing, storage, retention, dissemination and disposition of police records; performs related work as assigned.

Supervision Received and Exercised

This position is classified as a non-exempt, full-time position with a 40 hour work-week.

Essential Duties and Responsibilities

Essential Functions:

• Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
• Answer phones and questions for callers and other agencies.
• Print reports upon request (walk-ins & mail request). Prior to releasing reports verifying that all the information is releasable to the public, if not so, redact reports protect the identity of juveniles as per Chapter 39, F.S. Also redact reports to maintain confidentiality of law enforcement officers (active or former), family members of such, victims of sexual crimes, etc. as per Florida State Statue Chapter 119. Following closely the guidelines of Florida Public Records Act.
• Daily Cash Log. Complete log on Fridays (for deposit). File and maintain a daily log and receipts. Complete deposit as needed and submit to Finance Dept.
• Expunge / Seal Reports. RMS system copies. Officer copies. Dispose all supporting documents pertaining to case. Identifies and seals juvenile records in accordance with Court orders.
• Scan and attached supporting documents to cases (example: Misc. documents & Photos). Plans, oversees, and coordinates the collection, maintenance, retrieval, and distribution of official law enforcement documents and information in accordance with federal and state laws and department policies; maintaining an adequate follow-up system to ensure completion of each.
• Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates and maintaining procedures for security of and access to police records.
• Operating specialized public safety computer systems and applications, the National Crime Information Center (NCIC), the Florida Crime Information Center (FCIC) computer systems, CAD/RMS local system. (certified).
• File copies of misc. documents / photos. Maintain files.
• Maintain all Crashes / Incidents (2008 - 2011). Tow Sheets (2008 - 2011). Miscellaneous and supporting documents to such cases.
• Keep log Crash Reports. Send originals to Tallahassee. Keep log of reports ( 2008 - 2013 )
• Receive fax request and in a timely manner respond with case report and supporting documents. SAO, DCF, Other Agencies & Public Defenders Office.
• Oversees and participates in the work of assigned employees in the operation of the Police Records Division.
• Plans, oversees, and coordinates the collection, maintenance, retrieval, and distribution of official law enforcement documents and information in accordance with federal and state laws and department policies; maintaining an adequate follow-up system to ensure completion of each.
• Coordinates the dissemination of information to department staff, attorneys, courts and the public in compliance with laws, regulations, guidelines and procedures.
• Serves as the custodian of records for the Police Department, including accepting and responding to subpoenas for the release of records, establishing schedules and methods for records maintenance, directing the destruction of police records in accordance with departmental policy and state and federal mandates and maintaining procedures for security of and access to police records.
• Directs maintenance of departmental record-keeping system in accordance with legal requirements, City, and departmental policies and accepted standards.
• Handling difficult and sensitive situations using sound, independent judgment within general policy and legal guidelines.
• Maintains effective work procedures in the records section; analyze, design and implement changes and decisions as necessary, coordinating with other sections within and outside the Police Department; insures departmental compliance with relevant laws, regulations and policies.
• Interprets, applies and enforces all current laws, regulations and procedures governing the security and processing of police records.
• Conducts research, compiles data and information and prepares reports on records and service related issues as assigned by the Police Chief; assists the Crime Analyst Unit (CAU) with coordination of services on departmental projects. Preparing clear, concise and informative reports, correspondence and other written materials. Maintaining, compiling and researching complex and extensive records.
• Coordinates computerized records and dispatch computer systems with other criminal justice agencies at the local, state and federal level. Records requested by other agencies, facilities and public.
• Performs other related duties as assigned.

Additional Duties:

• Performs other related work as required.

Minimum Qualifications

MINIMUM EDUCATION AND TRAINING

• Associates Degree from an accredited college or university.
• Three (3) years of experience in a law enforcement agency, which has provided the knowledge and ability necessary to plan, organize, lead, and control the operations of a police records section.
• Public Records Management Certification is preferred, however certification must be obtained within six (6) months of hire.
• Must possess a valid Florida Drivers License with an acceptable driving record.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills and Abilities:

• Problem solving and planning skills necessary to drive program success.
• Ability to accept, receive and/or collect payments.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to use computers for word processing and/or accounting purposes.
• Ability to use computer applications such as CAD or Adobe Acrobat is preferred.
• Strong team leadership skills with the ability to work with and motivate others.
• Excellent interpersonal and communication skills.
• Microsoft office programs proficiency.
• Must be fluent in the English language. Ability to communicate in Spanish is a plus.
• The minimum requirements may be waived by the City Manager.

Physical Requirements:

• Ability to finger, grasp, handle, perceive information through sound, make rational decisions, make repetitive motions with the hands, express ideas through speech and perform activities such as viewing a computer terminal.
• Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

City of Doral

Human Resources Department

Summary of Benefits:

In this summary, we are providing general information, which will be helpful to you in evaluating the City of Doral as your premier place to work. If you have questions concerning a specific item or interpretation, please feel free to contact Human Resources at (305) 593-6760.

Employment Benefits for Regular Full-Time Non-Sworn Employees:

Introductory Period

An introductory period for an employee is twelve (12) months for entrance, rehire, and promotional appointments. In the event the employee accepts a promotional opportunity position within the City before an initial introductory period is satisfactorily completed, the initial introductory period starts over at the time the employee begins working in the new position.

The introductory period is considered a continuation of the employment selection process. It provides the City an opportunity to observe and evaluate the capacity of the employee, which includes the employees ability to satisfactorily perform the essential functions of his or her job; and to observe and evaluate the employees work habits and conduct, including attendance and the employees relationship with coworkers and superiors.

During the introductory period, the new employee and the supervisor shall evaluate employment suitability in terms of skill, knowledge, performance, and compatibility. During this period, the employee shall be given the support and resources needed to learn and demonstrate the duties and competencies required in the new position.

Absences During Introductory Period:

Any cumulative absences during the introductory period in excess of ten (10) workdays will automatically extend the introductory period by the number of days absent regardless of whether the absence was with or without pay.

Holidays

The City of Doral observes 12 paid holidays per year.

• New Year's Day
• Martin Luther King's Birthday
• Presidents Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans' Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Day

In addition, employees received two (2) personal days and (1) Birthday. The personal days must be used before the end of the fiscal year and the birthday must be taken within six (6) months of the birthday.

Accruals (Vacation & Sick Time)

The City of Doral has separate sick and vacation leave for non-sworn employees which is accrued on a monthly basis.

Vacation is accrued on a monthly basis depending on the years of service:

Years of Service Monthly Accruals Yearly Accrual

0-4 years 06.66 hours per month 80 hours per year

5-9 years 10.00 hours per month 120 hours per year

10-20 years 13.33 hours per month 160 hours per year

More than 20 years 16.66 hours per month 200 hours per year

Employees may use vacation time as it is accrued.

Sick leave is earned at the rate of 8.0 hours per month for a forty (40) hour work-week. Employees may accumulate a sick time maximum 1,040 hours if on a forty (40) hour work-week.

Sick Leave Payment Program

Employees may sell back to the City up to a maximum of 32 hours of sick leave per year provided that the employee maintains a maximum of 80 hours of sick leave in his or her leave balance. This election is made annually at the beginning of each fiscal year by the employee and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.

Annual Leave Sell Back

Employees may elect payment of accrued, unused annual leave in lieu of time off. This election is made annually in the beginning of each fiscal year and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.

Health Care Benefits

All Healthcare benefits for all employees are effective on the first of the month following 30 days of full-time employment. The City offers HMO, POS, and High Deductible Health plans. The High Deductible Health plan comes with a Health Savings Account (HSA).

Dental Plan

The City of Doral offers a PPO dental insurance plan.

Vision Care

The City of Doral offers voluntary vision care benefits.

Life, Short-term and Long-term Disability

The City of Doral will cover your life insurance at the rate of two (2) times the employees annual salary up to a maximum of $300,000.00. In addition, the City offers both short-term and long-term disability plans which act as income protection plans.

Retirement Benefits

Employees participate in the Citys 401a retirement plan administered through Mission Square. The plan requires employees to contribute a mandatory six percent (6%) of their base pay while the City contributes twelve percent (12%) of the employees base pay.

457 Supplemental Plan

The City of Doral has a voluntary deferred compensation pension program available through Mission Square where the employee can make contributions to their retirement. The City does not make any contributions to this plan.

Education/Tuition Reimbursement

The City offers the Educational Reimbursement Program (ERP) established to provide educational assistance to full-time employees participating in training or educational programs designed to strengthen their abilities, which in turn directly benefit the City. The City will pay the State tuition rate to its members based on the letter grade obtained for each class. Employee must be a full-time employee for 6 months in order to be eligible for this benefit.

Bereavement Leave

Upon approval of the Department Head, a full?time employee may, upon request, be granted up to three (3) working days of leave with pay in the unfortunate event of a death in his or her immediate family, or up to five (5) working days of leave with pay to attend the funeral or memorial services of an immediate family member outside the State of Florida. The employees immediate family shall be defined as the employees spouse, father, mother, step-parents, natural, step and adopted children, brother, sister, father-in-law, mother-in-law, grandparents, brother-in-law and sister-in-law, grandparents-in-law, registered domestic partner, and child of a registered domestic partner.

The bereavement leave must be taken consecutively, and the employee must attend the funeral of the deceased family member to be eligible for bereavement leave. If an employee needs time in excess of that provided in this policy, he or she may request accrued vacation time, sick time, or PTO with the approval of their department head. The City reserves the right to request all pertinent information including deceased relatives name, relationship of the employee to the deceased, the name and address of the funeral home, and the date of the funeral. Documentation such as a death certificate, or other documentation on the deceased may be required for approval of the leave.

Voting Leave

Employees are encouraged to exercise their right to vote outside of their scheduled working hours. As such, all full-time employees as defined herein may be granted up to one hour of leave during polling hours in order to vote in federal, state or local elections, both primary and general elections. This time off shall be granted if it does not increase staffing cost or decrease departmental efficiency.

Employees must request time off for voting in writing or via e-mail at least five (5) business days in advance to the Department Head or designee. The request for leave must clearly state that the employee needs leave in order to vote.

THE CITY OF DORAL DOES NOT OFFER A RELOCATION PACKAGE

THE CITY RESERVES THE RIGHT TO AMEND, MODIFY OR TERMINATE (IN WHOLEOR IN PART) ANY OF ITS BENEFITS PROGRAMS AT ANY TIME.

Equal Opportunity Employer

The City of Doral is an equal opportunity employer.

Smoke Free/Drug Free Workplace

The City of Doral maintains a smoke free and drug free workplace.

01

Do you possess at least an Associates degree from an accredited college or university?

• Yes
• No

02

Do you possess at least three (3) years of experience working within a law enforcement agency?

• Yes
• No

03

Do you possess a Public Records Management Certification?

• Yes
• No

04

Do you possess excellent customer service skills?

• Yes
• No

05

Do you possess excellent communication skills, both written and verbal?

• Yes
• No

06

Are you computer literate with knowledge of Microsoft Office?

• Yes
• No

07

Are you fluent in the English language?

• Yes
• No

08

Do you possess a valid driver license with an acceptable driving record?

• Yes
• No

09

I certify that I have read the job announcement in its entirety, and have attached my resume and last obtained degree to my application.

• Yes
• No

Required Question

Employer City of Doral

Address 8401 NW 53 Terrace

Doral, Florida, 33166

Phone 305-593-6725

305-593-6760

Website http://www.cityofdoral.com