What are the responsibilities and job description for the Records Specialist position at Clay County Sheriff's Office?
Responsible for the collection, dissemination, storage, retention and destruction of agency records. Incumbent must file and retrieve documentation, reports, and files. Duties also include providing assistance to the public, department employees, and other county personnel.
## Duties
Minimum Education, Experience And Requirements
Proficient in Microsoft office products<
## Duties
- Balances receipts for deposit, preparing the received funds for deposit in accordance with department policies and procedures.
- Ensures that their work area is clean, organized,safeandpresentableinaccordancewithagency policies andprocedures.
- Records, tracks, and follows up on incoming correspondence and action documents, such as subpoenas to ensure timely response or actions consistent with agency policies and all applicable state statutes.
- Performsanyadditionaldutiesthatmayberequiredbythe Sheriff or through necessity ofsituations.
- Generates/scans a full set (each finger, 2 thumbs, 4 fingers each hand) of fingerprints of a quality consistent with comparative/latent analyses requirements, for employment, backgrounds, and for citizens of the community as applicable.
- Answers and screens calls as appropriate, routing the calls to the proper personnel, or correctly documenting all pertinent information and forwarding same to the designated individual.
- Creates new records and enters all data on NOVs, CIVs, Trespass Warnings, hand written Traffic Warnings and Citations, Sexting Violations, handwritten DUIs, Boating Citations, Marine Inspection Warnings, Notice of Suspension for Juveniles, Juvenile Civil Citations, Agency Vehicle Damage Reports, Vehicle/Vessel Assists.
- Verifies the Juvenile Tobacco Citation Report has been added to RMS and adds remaining data that has not been previously added, to include charges, notes, location, names, etc.
- Researches, organizes, summarizes, and assembles requested information/documentation from various files and sources, forwarding the completed work product to the appropriate personnel/authority in a timely manner pursuant to agency polices and any applicable state statutes.
- Files all pertinent documentation/reports in the appropriate physical or electronic files/folders as required by agency policies/procedures in a timely manner, and will ensure that all file folders are properly filed and stored in a logical manner to facilitate access to needed information in the absence of the member.
- Receives, reviews incoming mail, and correctly distributes it to the appropriate departments or personnel in a timely manner and in accordance with agency policy.
- Provides accurate information/directions/assistance to the public, department members, and/or other department personnel in a professional and courteous manner consistent with agency policies.
- Reviews/researches microfilm for old cases and arrests, as requested.
- Processes and files traffic/parking citations and accurately prepares the required reports.
- Locates and releases public record information pursuant to applicable State statutes upon request to the press, consistent with agency policies and the law.
- Processes Requests for Traffic Crash Report Information per FSS 316.0662(2)(a).
- Ensures that exempt information is not released and refers questionable requests to the appropriate individual in accordance with agency policies/procedures.
- Receives daily inmate folders from the jail and verifies on incoming log for accuracy
- Scans daily released inmate folders, including booking, in/out, bond, disposition, inmate request forms, victim notification, property forms, receipts, transfer papers, segregation documents, classification documents, confinement, daily observations, etc.
- Scans daily incoming paperwork from the jail, including witness statements, vehicle inventory, victim lethality, vehicle/vessel assist, etc.
- Ensures that all evidence of the specified arrest upon receipt of a verified and certified order to expunge is destroyed in accordance with applicable KRS keeping only the original order and any other statutorily authorized information in a safe and secure location.
- Coordinates the correct processing of the destruction authorization and related documents in a timely manner in accordance with applicable State Laws and agency policy.
- Develops, revises, and astutely monitors records retention schedules so as to ensure compliance with all applicable state and federal laws and regulations.
- Notifies and furnishes school board with copies of juvenile arrests, school board member arrests, or any offense report dealing with school board personnel in a timely manner pursuant to agency policies and applicable state statutes.
- Oversees the collection, retention and dissemination of juvenile records and will ensure compliance with applicable agency, state and federal laws, rules and regulations concerning the processing, retention, dissemination and confidentiality of juvenile records.
- Oversees the storage, release and return of agency records, ensuring that all applicable agency, state and federal policies and procedures governing the storage and dissemination of records are properly followed.
- Redacts active/inactive reports, calls, etc. according Florida State Statute 119.
- Performs all the designated duties and assume all responsibilities as required in the absence of the assigned supervisor/superior/co-worker or during periods of work overload in accordance with agency policy, procedures and supervisory direction.
- Responds to supervision, guidance, direction, and feedback of superiors in a receptive manner and in accordance with agency policies.
- Follows all leave and attendance related policies/procedures, including, but not limited to arriving on time, working the entire shift, submission of vacation and personnel requests, notification of supervisor regarding absence from work due to illness or untimely incidents and notification of supervisor concerning overtime hours worked.
- Demonstrates a polite, helpful, courteous, and professional image when engaged in any activity with the public.
- Checks their assigned mailbox, telephone/electronic messages (email), responding to messages in a prompt and professional manner.
- Operates and cares for equipment to manufacturers specifications and / or within the specified parameters and in accordance with agency policies.
- Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
- Performs other related duties as assigned.
Minimum Education, Experience And Requirements
- High school diploma or equivalent
Proficient in Microsoft office products<
