What are the responsibilities and job description for the Central Records Clerk I position at Marion County Sheriff's Office?

Description

This is a full-time civilian position requiring above average clerical skills, to include typing, data retrieval, and filing. This position is responsible for the fulfillment of public records requests, fingerprinting services, and local criminal history checks, as well as assisting the public, agency personnel, and other entities in various capacities. Required to process arrest paperwork, DUI packets, traffic citations, warnings, and infractions. Will be expected to maintain the main lobby as a receptionist and use a multi-line phone system as a switchboard operator. Excellent time management skills and effective communication are required.

Examples of Duties

Duties:
A. Abide by the “Law Enforcement Code of Ethics.”
B. Learn and understand Florida Public Records Law governed by Fla. Stat. §§ Ch.119.
C. Manage incoming public records requests received by the Central Records Division.
D. Compile, track, review, redact, and furnish public records in accordance with state law.
E. Identify confidential and exempt information. Provide requestors with a statutory exemption for every redaction.
F. Frequently correspond with parties seeking public records.
G. Prepare written cost estimates in connection with public records requests, where applicable.
H. Assist the public with information.
I. Maintain the Main Operations lobby as a front desk receptionist. Utilize computer software to log citizens
and ascertain the reason for their visit; direct them to, or contact, appropriate departments.
J. Provide visitors with basic information, instructions, and/or directions. Direct them to the Telephone Response Officer when in need of a law enforcement officer.
K. Maintain, provide, and track visitor badges supplied to guests; comply with CJIS security policy requirements established by the FBI.
L. Be attentive to situations in that lobby that inhibit effective agency operations. Notify appropriate personnel in the event of an issue.
M. Operate the switchboard by answering all incoming calls to the main line of the agency; direct callers to
appropriate departments. Includes researching and providing basic information as required or asked of by
citizens.
N. Perform local law enforcement checks.
O. Provide fingerprinting services for individuals.
P. Prepare/process copies of incident reports, arrest affidavits, probable cause documents, citations, warnings, DUI packets, vehicle tow logs, written statements, notices to appear, W.I.L.A. forms, and domestic violence paperwork.
Q. Coordinate with, and provide documents to, other agency personnel and outside entities.
R. Retrieve arrest affidavits from the Marion County Jail, daily. Review affidavits and distribute arrest reports to the State Attorney’s Office.
S. Process, enter, and file all Uniform Traffic Citations, traffic warnings, and trespass warnings. Process and file DUI paperwork, civil infractions, and requests to prevent disclosure forms.
T. Use POS system for payments, inventory, and management. Administer refunds when necessary.
U. Reconcile cash drawer; submit itemized daily sales and funds received to the Fiscal division.
V. File and retrieve criminal reports and other information from records and warehouse files.
W. Receive, open, and distribute incoming mail. Process outgoing mail.
X. Become proficient in researching records through agency-maintained databases and criminal justice
investigative tools. Maintain knowledge of information contained within the Records Management System (RMS).
Y. Generate letters, memorandums, and other correspondences as required.
Z. May be subpoenaed to testify in criminal, civil, or administrative proceedings.
AA. Attend job-related courses, seminars, or conferences to improve technical or professional skills.
BB. Perform other related duties, as assigned, including modified schedule or temporary reassignment during declared emergencies or activations, as determined by the Sheriff.

Typical Qualifications

JOB PREREQUISITES:
A. High school diploma or GED
B. Valid Florida driver’s license
C. Ability to accurately type a minimum of 35 words per minute
D. Ability to work independently with minimal supervision
E. Ability to follow instructions and organize own work
F. Ability to prioritize and work on various tasks simultaneously, with efficiency
G. Proficiency in grammar, spelling, and punctuation

JOB REQUIREMENTS:
A. Perform general office duties
B. Maintain a working knowledge of all inter-agency divisions and their functions
C. Communicate effectively with agency personnel, other outside entities, and the public
D. Maintain confidentiality of highly sensitive criminal justice information
E. Maintain sufficient knowledge of basic criminal and civil laws to perform required duties

Supplemental Information

WORKING CONDITIONS:
• Normal office environment with standard office hours. May experience frequent interruptions.
• Portion of time is spent on data entry and retrieval from computer.
• Requires close contact with the public to perform fingerprinting services.
• Subject to verbal abuse, irate and/or highly emotional citizens.
• May be required to work overtime in the event of an emergency or during severe weather.
• May occasionally be required to work outdoors or in warehouse conditions, which can require bending,
stopping, and/or climbing on a ladder.

ADA:
Physical and dexterity requirements: Requires work that involves walking, standing, bending, and squatting. Exerting up to twenty (20) pounds of force on recurring basis. Ability to lift, carry, push, or pull items up to ten (10) pounds. Ability to sit at a desk and view a display screen for extended periods of time. Ambulate independently. Manual dexterity.

ENVIRONMENTAL HAZARDS:
This job risks exposure to office related dust, fumes, and odors.

SENSORY REQUIREMENTS:
This job requires normal visual acuity and field of vision, hearing and speaking.

The Office of the Sheriff is an Equal Opportunity Employer. ADA requires the Office of the Sheriff to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. Nothing in this job description prevents management from assigning different or additional duties or modifying the job description at any time.

VETERANS' PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for career Service vacancies and are encouraged to apply. Candidates claiming Veterans Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.

The Marion County Sheriff's Office offers a highly competitive benefits package to all full-time employees and new incentives for Florida Certified Law Enforcement and Corrections Officers.

Employee Benefits are detailed in the Marion County Sheriff's Office Operations Directive 3030.50 EMPLOYEE BENEFITS - GENERAL

A. The following benefits are provided to all full-time employees. Some of the following are more fully described in the agency's operational directives.

1. Annual Leave: Employees receive two weeks annual leave per the first through the fourth year of employment. Increases are given after 4, 9, 14, and 19 years of service.

2. Holidays: The Agency recognizes nine holidays, which are identified each year by the Board of County Commissioners. Employees, depending on their assignments, receive either a day off or an extra day's pay for each holiday.

3. Overtime Compensation: Employees receive compensation for overtime. They may receive pay, compensatory time, administrative time, or flextime, depending on their position and at the discretion of their supervisor.

4. Medical Insurance: The Agency furnishes insurance through a group policy. The Agency pays a portion of the premium for the employee's medical insurance. The employee has the option, at their expense, to place their dependents on the same policy.

a. If a full-time law enforcement or corrections officer suffers an on-duty catastrophic injury, in accordance with and defined by F.S.112.19 and 440.02(37), and is otherwise qualified, the Agency will pay the entire medical insurance premium of the employee, the employee's spouse and each dependent child until the child reaches the age of majority or until the last day of the calendar year when the child reaches the age of 25 if still a dependent for support, or if the child is a full or part-time student still dependent for support. If the employee dies, the Agency will continue to pay the premium for the dependent children and for the spouse until the spouse remarries.

b. If a full-time law enforcement or corrections officer is killed in the line of duty on or after July 1, 1993, as a result of an act of violence inflicted by another person while the officer is engaged in the performance of law enforcement duties or as a result of an assault against the officer under riot conditions shall pay the entire premium of the political subdivision's health insurance plan for the employee's surviving spouse until remarried, and for each dependent child of the employee until the child reaches the age of majority or until the end of the calendar year in which the child reaches the age of 25. Note: In the line of duty death benefit, the Sheriff may continue to pay the premium of the spouse who has remarried and still has children who continue to qualify for the health insurance benefit.

(1) Benefits payable from another source will reduce these benefits paid by the

Agency. To commit a fraud in obtaining these benefits is a first-degree misdemeanor. A conviction, regardless of whether adjudication is withheld, will result in the employee forfeiting the right to receive the benefits and having to pay the Agency back for benefits paid due to the fraud.

c. In order for the officer or spouse and children to be eligible for benefits, the injury must have occurred while in fresh pursuit, responding to what is reasonably believed to be an emergency, or an unlawful act perpetrated by another.

d. An employee qualified for these benefits is not eligible for any other health insurance subsidy from the Agency.

e. F.S.S. 112.0801 provides that retirees and their eligible dependents shall be offered the same health and hospitalization insurance coverage as is offered to active employees. Retirees will receive a credit of $5.00 per month for each year worked, not to exceed $150.00 per month, or the cost of the insurance.

(1) Even though the State of Florida considers all service under the FRS, the Sheriff will only consider the years worked at the Marion County Sheriff's Office.

(2) The Sheriff's subsidy is a credit to the total cost of the insurance. This shall not exceed the total monthly cost, after subtracting the subsidy received from FRS.

a. The subsidy shall be given to the employee until the employee reaches the age of 65, and then the benefit will stop.

5. Worker's Compensation: Employees are covered by Worker's Compensation for on-duty injuries, per Worker's Compensation laws. (See Operations Directive 3035.00)

6. Life Insurance: The Agency pays the premium for one (1) time the employee's annual salary for life insurance, including $12,000 accidental death and dismemberment for all employees. The employee can purchase additional amounts, if they desire. (See Optional Benefits, paragraph 3030.55).

7. Additional Life Insurance: In addition to the regular life insurance in paragraph 6 above, the Sheriff also furnishes a $200,000 policy for on-the-job accidental death, and a $150,000.00 policy for on-the-job intentional death for all employees. In addition, the Federal Government furnishes a death benefit for officers killed in the line of duty.

8. Long Term Disability Insurance: The Agency furnishes long term disability insurance for each employee who is eligible to receive the benefit after a 4 month waiting period. Generally the employee will receive 67% of his/her salary up to $3,000.00/month if he/she becomes disabled. This benefit would be coordinated with all other income received by the employee.

9. Retirement: All full-time employees are covered by the Florida State Retirement System, with a portion of the contributions being paid by the Agency. Retirement contributions and benefits differ for high-hazard/ Special Risk employees (law enforcement and corrections officers).

a. Deferred Retirement Option Program (DROP) is offered by the Florida State

Retirement System. The employee retires, continues to work, with his/her benefits being invested by FRS up to sixty (60) months. At the conclusion of the program, the employeewill receive all amounts invested plus all earned interest.

10. Uniforms and Equipment: Uniforms are furnished to employees in positions that require the wearing of a uniform, including civilian positions. When appropriate to the position, leather and firearms are also furnished. A uniform cleaning allowance is also given to most uniformed employees.

11. Assigned Vehicles: The Agency furnishes vehicles for certain positions, to be used according to the vehicle use policies. Where vehicles are furnished, the Agency pays all business related operational costs, including fuel and lubricants, maintenance, and insurance.

12. Longevity Pay: Employees receive longevity pay based on a percentage of their base salary each anniversary date. The percentage paid increases at five and ten year continuous service increments. (See Operations Directive 3020.00)

13. Sick Leave: Full-time employees receive sick leave at the daily rate of .26302 hours or approximately eight hours per month. (See Operations Directive 3035.00).

14. Recruit School Tuition Reimbursement: The agency may provide tuition reimbursement to full-time employees who, in order to advance their careers within the Agency, enroll in and complete, in good standing, the law enforcement recruit school or the corrections recruit school. Recruit School Tuition Reimbursement will be contingent on acceptance to MCSO Patrol or Corrections respectively. All training request paperwork must be preapproved in order to be reimbursed by the agency. Expenses eligible for reimbursement are: initial tuition fees, recruit school uniforms, books, range ammunition, and fee to take the state certification examination. No reimbursement will be made until the employee has successfully passed the state certification examination. Should an employee fail to pass the state certification examination and be required to re-enter and ultimately complete the entire basic training program, the employee will be responsible for all costs associated with the reentry training. The decision to reimburse employees who are hired while attending recruit school shall be at the discretion of the agency.

15. The following benefits are given to employees meeting the requirements of each:

a. Incentive Pay for Law Enforcement and Corrections Officers. These officers are eligible for incentive pay up to $130 per month, depending on education and career development courses completed.

b. Educational Achievement Pay: Employees, other than law enforcement or

corrections officers, are eligible for Educational Achievement Pay, up to a maximum of $80 per month, depending on completion of college degree courses.

c. Specialist Pay: Employees with special skills or serving on certain special units are eligible to receive Specialist Pay in addition to their regular salary. Such employees include those assigned to the SWAT unit, Underwater Recovery Team, and certain other special units.

d. Field Training Officer Pay: Employees who act as Field Training Officers for new employees receive extra pay during the time they are actually assigned a trainee.

e. Special Details: Sworn law enforcement officers are eligible to participate in Special Details on their off-duty time. These are paid on an hourly basis.

16. Higher Educations Reimbursement Program

a. The Marion County Sheriff's Office provides financial assistance to those employees (civilian and sworn) seeking college credit as a means of improving their skills knowledge and abilities.

b. Employees may be reimbursed for up to two courses per term.

OPTIONAL BENEFITS

A. The following benefits are offered to full-time employees at their option:

1. Additional Insurance:

a. Group Health: Employees have the option of including their dependents on their group health policy. If this option is taken, the employee pays the additional cost.

b. Dental Plans: There is a group dental insurance program available with choices. The cost is borne by the employee.

c. Life Insurance: Employees have the option of purchasing additional life insurance through the group health policy.

2. Credit Union: Employees are eligible to participate in the GTE Federal Credit Union. The credit union furnishes checking and savings accounts and makes competitive rate loans to members.

3. Employee Wellness: An exercise room with exercise equipment is available behind the Jail Administration/Video Visitation Center for use by any employee. The agency provides several incentives for active wellness program accomplsihments including a wellness day off and a discount on health insurance premiums

4. Deferred compensation: Employees are eligible to participate in a supplemental retirement savings program that allows public employees to contribute a portion of their salary, before federal taxes, to a deferred compensation retirement account. The program allows the employee to postpone taxes now, build savings, and create a well-balanced portfolio of investments.

PART-TIME EMPLOYEES

A. Part-time employees are considered to be any person hired strictly on an hourly basis to work less than forty (40) hours per week.

B. Part-time employees as defined in paragraph A. above, and employees on leave of absence without pay for more than fifteen (15) consecutive days, shall not be entitled to the benefits afforded full time employees, except as follows:

1. Medical Insurance, if desired, may be continued for a limited time for prior full-time

employees, but premiums must be paid totally by the employee.

2. Worker's compensation will be furnished by the Agency for on-the-job injuries.

3. Retirement contributions will be paid by the Agency for employees who qualify, at the normal rate(s).

4. Uniforms may or may not be furnished depending on the duties of the position.

5. Employees may voluntarily participate as members of the GTE Federal Credit Union, if desired.

LIABILITY INSURANCE

A. It shall be the policy of the Marion County Sheriff's Office to provide adequate liability insurance to all employees.

B. Professional liability insurance will pay any damages legally assessed against the Sheriff or an employee because of bodily injury or property damage resulting from the performance of official duties or occurring on Agency property. In addition, the insurance will cover the cost of any lawsuit brought against the Sheriff or his employees arising from the lawful performance of official duties.

C. Other liability insurance coverage and/or bonds are also provided to employees. Examples include, but are not limited to automobile liability, aircraft liability, watercraft liability, "Flash Roll" coverage, Public Employee Blanket Honesty Bond, Deputy Sheriff Blanket Bond, and Money & Securities Broad Form Bond.

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Central Records Clerk I

What are the responsibilities and job description for the Central Records Clerk I position at Marion County Sheriff's Office?

Description

Examples of Duties

Typical Qualifications

Supplemental Information

What is the career path for a Central Records Clerk I?

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