Administrative Clerical Support - Records Specialist

WORK OBJECTIVE

This is a position responsible for specialized clerical work involving a centralized police records system. The Records clerk position involves routinely classifying, indexing, filing, storing, and retrieving a large volume of material.

ESSENTIAL FUNCTIONS

The following duties are not inclusive of all duties for this position. The incumbent may be required to perform other related duties as directed by the supervisor. This is a position that requires that the incumbent perform all the tasks while organizing the workload that allows for maximum efficiency and cooperative work effort.

• Sorts, separates, and arranges files, reports, letters, and other documents and material for the Police Department.
• Verifies correct input and retrieval of information from a complex filing system through electronic or other systems.
• Researches computerized and physical records and files to respond to requests from judicial agencies, law enforcement agencies and personnel, other parties of inquiry and citizens.
• Confirms the correct recording of payment for collection of fees.
• Receives and answers telephone and directs inquiries from the public to the appropriate person or department.
• Requires frequent decision-making skills and use of personal computers, adding machines, fax machines, telephones and other office equipment.
• Provides for training and instruction for support staff and may participate in selection.
• Promote current records management techniques to assure availability of vital information, compliance with State Laws, and cost-effective storage.
• Processes and disposes of records in accordance with established State of Florida Statutes, regulations and procedures.
• Establishes and maintains security procedures.
• Makes recommendations concerning equipment and supplies.

MINIMUM QUALIFICATIONS

• Associate degree or higher level of education and recordkeeping and clerical support experience is required; experience working in an administrative support role within a police department is preferred. The equivalent combination of education, training, and experience may also be considered.
• Basic knowledge of public records and public records law in a government environment and bilingual skills are highly desirable.
• Proficient in the use of office equipment including personal computers using various software and ability to type at least 40 WPM.
• Obtain FRMA (Florida Records Management Association) certification within 2 years and maintain such certification.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to build and maintain positive relationships with diverse groups including all organizational levels, internal and external customers, and the general public while demonstrating professionalism, courtesy, and responsiveness.
• Knowledge of city ordinances, state and federal laws, and regulations governing records management.
• Knowledge and understanding of current and developing records management technologies.

• Ability to read, understand and interpret manuals, laws, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, and guidelines.
• Ability to work independently and collaboratively to accomplish the mission of the department.
• Ability to effectively communicate verbally and in writing; understand and follow oral and written instructions; have clear and legible handwriting; and compose complex correspondence, summaries, and reports.
• Ability to multi-task in a fast-paced environment, problem-solve, establish priorities, organize, and remain efficient and flexible while completing all assignments in a timely and effective manner.

PHYSICAL & ENVIRONMENTAL CONDITIONS

• Work is mainly sedentary in nature, which may include frequent lifting, moving, pushing, and pulling of light items up to 10 lbs. and occasional lifting, moving, pushing, and pulling of moderate to heavy objects up to 40 lbs.
• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended periods of standing and sitting.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, and handling/grasping/fingering of objects.

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.