2021-01-19 Ex 05City of Okeechobee
Police Department
Memo
To:
City Administrator Montes de Oca
Okeechobee City Council
From:
Chief of Police Robert Peterson
Date:
1/13/21
Re:
Police Services Coordinator Position
Please consider the following request for an increase in pay for the Police Services Coordinator's
position.
Attached are the Job Descriptions for the Records Clerk and the Police Services Coordinator (PSC)
positions. As you can see the PSC has all the responsibilities of the Records Clerk and is in fact
responsible for training the Records Clerk and is the Records Clerks supervisor. Yet according to the
Cities Pay scale both positions pay essentially the same, we are in a position to correct that at no
additional cost to then City, as a matter of fact we can make this correction and still save the City
approximately $9200.
Based on the PSC Job Description, along with the responsibilities and workload of that position, the PSC
should, at minimum, have a step 1 beginning salary of $38,500, which is equal to that of the account
supervisor and the General Services Coordinator. Listed below is the break down of the costs of the
positions in question, the amount we are currently budgeted for salaries only is $125,880. The costs to
the City, based on salaries only with the change requested is $117,506.
Currently Budgeted (10/1/20)
PSC: $48,134
Records Clerk: $44,523
Dispatcher: $33,223
Total: $126,708
Proposed Salary employees staying in current step
$49,588
$36,146
$31,772
$117,506
50 S.E. Second Avenue • Okeechobee, Florida 34974 • 863/763-5521 • Fax: 863/763-7804
As shown above the costs of making these changes, which includes keeping the affected employees in
their current steps, comes in at approximately $9200 less than I am currently budgeted.
Thank You for your consideration in this matter.
Regards
Ro ert Pe erson
Chief of Police
OKEECHOBEE POLICE DEPARTMENT
DUTIES AND RESPONSIBILITIES
POLICE SERVICES COORDINATOR
POLICE SERVICES COORDINATOR
DUTIES AND RESPONSIBILITIES
Effective: 01/01/07 Revision No.: I
CONTENTS: This procedure consists of the following numbered sections:
I.
PURPOSE
II.
SCOPE
IIII.
DISCUSSION
IV.
IMMEDIATE SUPERVISOR
V.
DUTIES & RESPONSIBILITIES
I. PURPOSE
The purpose of this Standard Operating Procedure is to establish guidelines for the fulfillment of the du-
ties and responsibilities of the position of Police Services Coordinator within the Okeechobee Police
Department.
H. SCOPE
This standard operating procedure shall apply to any person holding the position of Police Services Co-
ordinator within the Okeechobee Police Department.
M. DISCUSSION
This is a highly responsible secretarial and administrative support person involving the performance of a
variety of office duties. This individual will not only be required to possess proficient computer skills
and excellent secretarial knowledge, but must also be able to accept the responsibility of information
classified as highly confidential.
Duties of this position include, but are not limited to, maintaining accurate correspondence records;
composing and typing various types of correspondence, memorandums, reports, financial material, pay-
roll, and any other types of police -related documents generated by this office; and, assisting Supervisors
in specific projects. Independent judgment and discretion must be utilized in screening calls and office
activities. This individual will also be responsible for arranging meetings and maintaining appointment
schedules.
The Police Services Coordinator works with considerable independence in the completion of routine
secretarial and administrative duties.
IV. IMMEDIATE SUPERVISOR
Major
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OKEECHOBEE POLICE DEPARTMENT
DUTIES AND RESPONSIBILITIES
POLICE SERVICES COORDINATOR
V. DUTIES & RESPONSIBILITIES
The Police Services Coordinator should become familiar with the operation of office equipment utilized
by the department. This includes the photocopying machine(s), facsimile machines, and any other office
machinery that is standard office equipment
The Police Services Coordinator performs administrative and supportive duties inherent to assisting
the highest-ranking officials of the police department. She exercises independent judgment in the im-
plementation of necessary administrative duties as follows:
A. Provides assistance to the Chief of Police and Major and participates directly in their work.
B. Keeps appointment calendar for Chief of Police and Major, and schedules appointments accord-
ingly.
C. Takes notes and minutes of meetings and conferences, as requested.
D. Independently prepares letters, memorandums, reports, and other pertinent correspondence and
reports from the Chief of Police and Major.
E. Establishes and maintains specialized office files. Files letters, reports, and related technical in-
formation in the prescribed manner. This includes, but is not limited to:
1. Rules and Regulations and Standard Operating Procedures.
2. Personnel Files.
3. Publications and subscriptions.
4. All incoming and outgoing correspondence.
5. Variety of files relating to the office of the Chief of Police
F. Handles telephone calls and other requests for assistance or information from the Chief of Police
and Major. Determines the caller's needs and, often, independently directs and advises the caller.
G. Opens, prioritizes, and accordingly processes mail.
H. Assists the Records Clerk with walk-in visitors and telephone calls throughout the day.
I. Coordinates special projects at the direction of the Chief of Police or Major.
J. Assists Records Clerk in office management functions and coordination.
K. Assists personnel with requests for information or assistance, including but not limited to:
1. Processing annual civic dues for payment, via the approval of the Chief of Police or Major.
2. Providing any pertinent information required to complete evaluations.
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OKEECHOBEE POLICE DEPARTMENT
DUTIES AND RESPONSIBILITIES
POLICE SERVICES COORDINATOR
L. Reviews and researches matters of interest to the Okeechobee Police Department for the Chief of
Police or Major or at the request of citizens.
M. Liaison between the city departments and the police departments to facilitate functions and/or
Human Resources programs.
N. Responsible for purchasing, responding to invoices for payment of goods or services, and other
financial matters within the Okeechobee Police Department, and keeping a record of those trans-
actions.
O. Remain current in the Duties and Responsibilities of both the Records Clerk and the Dispatcher,
and may be called upon to act as such when necessary.
P. Supervise both the Records and Dispatch divisions.
Q. Perform all related tasks as required.
ORIGINAL SIGNED SOP ON FILE
Dennis Davis —Chief of Police
Page 3 of 3
Effective: 01 /01 /07
OKEECHOBEE POLICE DEPARTMENT
DUTIES AND RESPONSIBILITIES
RECORDS CLERK
RECORDS CLERK
DUTIES AND RESPONSIBILITIES
Revision No.: 2 (Rev. 8/5/2020)
CONTENTS: This procedure consists of the following numbered sections:
I.
PURPOSE
II.
SCOPE
III.
DISCUSSION
IV.
IMMEDIATE SUPERVISOR
V.
DUTIES AND RESPONSIBILITIES
PURPOSE:
The purpose of this Standard Operating Procedure is to establish guidelines for the fulfillment of the du-
ties and responsibilities of the position of Records Clerk within the Okeechobee Police Department.
II.
IV.
V.
SCOPE:
This Standard Operating Procedure shall apply to any person occupying the position of Records Clerk in
the Okeechobee Police Department.
DISCUSSION:
The Records Clerk shall have a working knowledge of the duties and responsibilities assigned to the posi-
tion. The duties and responsibilities are varied and will differ depending on the assignments given by a
higher authority. The records Clerk also functions as a Police Dispatcher when necessary; therefore the
Records Clerk must have a working knowledge of the Duties and Responsibilities of the Police Dispatch-
er.
EMIWDIATE SUPERVISOR:
Police Services Coordinator
DUTIES AND RESPONSIBILITIES:
The Records Clerk should become familiar with the operation of office equipment utilized by the depart-
ment. This includes the photocopying machine(s), facsimile machines, and any other office machinery
that is standard office equipment.
A. Type correspondence, reports, records and other office documents for computer updatiill!
B. Verify codes and/or classifies incoming reports and documents. Incorrect reports or documents
should be returned to the appropriate supervisor.
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OKEECHOBEE POLICE DEPARTMENT
DUTIES AND RESPONSIBILITIES
RECORDSCLERK
C. File all offense/incident reports, supplemental reports, accident reports, and any other departmental
report that may be turned into Records immediately upon completion of entry of pertinent infor-
mation into the computer system. All arrest files are updated and new arrest files established upon
receipt of arrest affidavit.
D. Maintain a helpful, courteous, positive attitude when dealing with the public. Most contact from
Records pertains to questions regarding reports or requests for copies of reports. The attitude dis-
played is a reflection of the Police Department.
E. Prepare copies of reports and conduct local records checks for outside agencies. (Incoming mail and
walk-ins.)
F. Operate general office equipment to include typewriter, word processor, computer, calculator, and
copy machine and fax machine.
G. Prepare reports to be forwarded to the State Attorney's Office. This includes all arrest reports, sup-
plemental reports and any reports that reference the arrest report, and all other related paperwork.
H. Prepare traffic citations to be forwarded to the Traffic Clerk's Office. These citations are logged onto
a routing slip, and then forwarded to the Traffic Clerk's Office.
I. Maintain Uniform Crime Report information from reports and update when supplements are received
or corrections need to be made.
J. Remain current in the Duties and Responsibilities of the Police Dispatcher, and may be called upon
to act as such when necessary.
K. Perform all related tasks as required.
ORIGINAL SIGNED SOP ON FILE
Dennis Davis - Chief of Police
Page 2 of 2