Records Specialist

DISTINGUISHING CHARACTERISTICS OF WORK

This is a responsible, varied clerical position in which individuals perform routine and repetitive clerical tasks. The Records Specialist responds to request for records pursuant to Public Record Law in a helpful and timely manner. The incumbent responds to request for information, consults and confers with all city departments, divisions and sections, in the scope of responding to request for public record.

Essential Examples Of Duties

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Answers telephones, forwarding calls to proper personnel and takes messages as necessary.
• Retrieves and delivers mail, as well as shredding documents.
• Maintains files of correspondence, forms, reports and other materials.
• Sorts and files material alphabetically, numerically, or by other predetermined classification.
• May shelve books, pamphlets and newspapers.
• Transfers boxes with a hand cart (very minimally) to organize with the assistance of an employee.
• Making photocopies & pick up packs of paper from the print shop.
• Verify if the department is low on office supplies and processes.
• Processes requests for public records submitted to the City including acknowledging and research; compilation of responsive records; preparation of invoices as applicable and release of records responsive.
• Assist in records management including retention and destruction of records.
• Conducts regular audits to ensure accuracy, security, and compliance with the law and record keeping standards.
• Performs other computer related duties as assigned.
  
  

Knowledge, Skills, And Abilities

• Knowledge of Basic English, and arithmetic and of modern office practices and procedures.
• Ability to calculate simple computations and tabulations with speed and accuracy.
• Ability to learn assigned clerical tasks readily and to adhere to prescribed routines.
• Ability to maintain effective working relationships and deal with other employees and the general public with tact and courtesy, as well as provide general information.
• Ability to understand and follow oral and written directions.
• Working knowledge of office equipment including, but not limited to, computers, adding machines, copiers, facsimiles, etc.
  
  

Physical Requirements

The following are some of the physical requirements associated with this position. Reasonable accommodation may be made by the City to enable an individual to perform the essential duties/functions of the position.

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.
  
  

Minimum Training And Experience

• Must speak fluent English & Spanish.
• A high school diploma or equivalent from an accredited school/institution.
• At least two (2) years clerical experience in Records Management or related field. OR any equivalent combination of relevant training and experience.
  
  

When claiming veterans’ preference, you must provide a copy of your DD-214, Certificate of Release or Discharge from Active Duty, or other acceptable documentation.

IF YOU MEET THE MINIMUM REQUIREMENTS AND WISH TO BE CONSIDERED FOR THIS POSITION, PLEASE FILL OUT AN EMPLOYMENT APPLICATION FORM WITH RESUME ATTACHED AND SEND VIA EMAIL TO HRRESUMES@HIALEAHFL.GOV OR SUBMIT IT IN PERSON TO THE CITY OF HIALEAH HUMAN RESOURCES DEPARTMENT LOCATED AT 501 PALM AVENUE, 3RD FLOOR, HIALEAH, FL 33010. MONDAY – FRIDAY 8:30 A.M. – 5:00 P.M

For any additional questions, please contact the City of Hialeah Human Resources Department at (305) 883-8050.