Police Records Specialist

Position: Police Records Specialist (2 Vacancies)
Salary : $45,824.27 Annually
Location : 196 Military Trail Jupiter, FL 33458
Job Type: Full Time
Job Number: CY26-00011
Department: Police Department
Division: Police Department Records
Opening Date: 02/19/2026
Closing Date: 3/5/2026 5:00 PM Eastern

PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform administrative and technical tasks to include processing and filing documents, data entry, responding to requests for documentation and public records, providing customer service, and ensuring integrity and confidentiality of department and Town records in accordance with applicable laws/guidelines.

ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Maintains accurate Police Department related files/records using appropriate Records Management Systems; processes a variety of documentation associated with department operations, within designated time frames and per established procedures.
Maintains electronic file system of various files/ records; sorts/ organizes documents to be filed; retrieves/replaces files; shreds/destroys confidential and/or obsolete documents.
Processes and/or enters various documents, including but not limited to event reports, offense reports, accident reports, traffic citations, boating citations and parking ordinance violations into appropriate department records systems; ensures accuracy of information contained within; processes, forwards, retains or destroys, as appropriate.
Prepares electronic and/or manual transmittal logs of traffic citations and boating citations.
Ensures compliance with all applicable policies, procedures, general orders, rules, regulations and standards; ensures maintenance, availability, confidentiality and release of records to authorized individuals in accordance with established guidelines; initiates any actions necessary to address any discrepancies and/or deficiencies.
Responds to all Sunshine Law/ Freedom of Information Act (FOIA) requests for records from all internal and external entities, including the public; assists in locating requested information and records; oversees the duplication and release of information and records, including the redaction of documents, evidence and video/audio files, in compliance with established laws/guidelines.
Receives monies for payment of fines, records requests or other fees/services; calculates applicable fees for records requests; electronically records transactions and issues receipts; balances revenues with transactions records and forwards accordingly.
Performs customer services functions in person, by telephone and via email/mail; answers telephone calls and greets all Police Department visitors; ascertains the nature of business and directs callers/visitors to the appropriate personnel; provides information/assistance regarding department services and other issues; assists with routine questions/complaints and initiates appropriate problem resolution.
Duties when assigned to Court Liaison:

Acts as a liaison for all communications between the judicial system and the Police Department; reviews and accepts subpoenas from process servers, court runs and email for the court appearance of personnel and/or production of records in accordance with established laws/guidelines; distributes subpoenas to appropriate personnel in a timely manner.
Prepares/processes filing packets for all arrests; verifies accuracy of documentation and proper signatures; forwards to the Office of the State Attorney, as appropriate; distributes and files correspondence from the Office of the State Attorney regarding disposition of cases.
Serves as point-of-contact for various court offices, administrative agencies, Palm Beach County Office of the State Attorney, Public Defender's office, the Palm Beach County Youth Court, the Lauderdale BAR Association, the Driver's License Appeals Division, the Department of Juvenile Justice, and the Florida Department of Law Enforcement.
Files availability notices, manages the receipt and return of subpoenas, including those that are issued with Duces Tecum. Conduct court-related communications effectively.
Processes and tracks Expungement and Sealing of records upon receipt of court orders
Completes daily reporting of all domestic violence cases to the local YWCA
Reviews all juvenile arrest documentation for appropriate referral to the Juvenile First Offender program
ADDITIONAL FUNCTIONS

Performs general/clerical tasks, which may include typing documents, making copies, sending/receiving faxes, and processing incoming/outgoing Police Department mail.
Provides backup coverage or assistance to other employees or departments as needed.
Performs other related duties, as required.

MINIMUM QUALIFICATIONS

High school diploma or GED.

One (1) year previous experience and or/training…