Primary Purpose

The Records Specialist is responsible for general clerical/office duties such as data entry, processing, and filing of a variety of documents including computerized records. Such documents include, but are not limited to, the following: reports, traffic citations, warning tickets, field contact cards, booking information, etc. This position is also responsible to receive cash for distribution of Agency records.

Education and Qualification Requirement

• High School Diploma or Equivalency
• Valid Florida Driver’s License
• Type 25 WPM accurately
• Basic knowledge of general office equipment
• Highly computer literate
• Knowledge of Microsoft Word, Excel, and Records Management System preferred

Duties

• Review and conduct criminal backgrounds as requested
• Retrieve photo imaging
• Process runaway and missing persons reports
• Receive, route, and disperse telephone calls/messages
• Maintain confidential files
• Time/date stamp appropriate documentation
• Process fingerprint cards
• Process and disseminate public record information upon request
• Receive, sort, copy, enter data, distribute, and file various reports, traffic citations, and other documentation
• Receive monies and provide receipts for services provided to the public
• Maintain special records
• Perform faulty equipment checks
• Log dissemination of juvenile reports
• Report to field offices
• Assist employees in researching information as requested

Job Controls and Complexities

• Report directly to supervisor
• Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
• Maintain confidentiality/security of files and information obtained in the course of employment
• Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements
• Provide assistance to citizens, visitors, employees and other public and private entities in an effort to meet their needs and build positive community relationships/resolve complaints/address conflicts
• Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers
• Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)

Contacts

• SJSO Employees
• General Public
• Other Law Enforcement Entities

Grade Classification

• Entry level work preforming routine tasks
• Requires direct supervision
• Work requires minimal skill and knowledge of business vocabulary and arithmetic
• Does not require independent decision making

Physical Environment

• Normal business hours apply; however, hours may vary and overtime may be necessary including nights, holidays, and weekends
• Work in main office or in field offices and hands-on or personal close contact with the public when handling their paperwork and/or during fingerprinting and where exposure to elements and/or pathogens is foreseeable.
• Regular attendance is required due to the workload associated with this position
• Contact with public and SJSO personnel
• Sit for long periods
• See at normal range or with accommodations
• Hear at normal level or with accommodations
• Speak understandably
• Manual dexterity
• Ambulate independently
• Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs.
• Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 50 lbs.

Important Information

Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.

The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public. This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.

See SJSO Policy for additional information on agency expectations and Senior Status requirements

EFFECTIVE: 04/18/2019

History: New Job Description format