What are the responsibilities and job description for the Records Technician position at City of Largo, FL?
Please note that applications must be completed and submitted by 11:59 pm ET on the day prior to the close date listed on the job posting.
Mission: Provide Superior Services that Inspire Community Pride
Vision: To be the Community of Choice in Tampa Bay
Values: Integrity, Collaboration, Passion, Creativity
Largo's commitment to a High Performance Organization (HPO) model builds a flexible and resilient organization that intentionally builds leadership capacity at all levels of the organization.
CITY OF LARGO ... Naturally A Great Place to Work!
Closing:
01/25/2025
Salary:
$19.23 hourly rate
Job Summary:
Provides advanced clerical and administrative work for assigned departments requiring independent judgment and specialized knowledge. The position reports to the assigned department manager or supervisor. Depending on department needs, this position may be subject to shift assignments.This position also provides:
- Public records support for various digital evidence requests (e.g. body worn cameras) and video editing and redaction
- Reviews digital evidence records and related documents for redaction and dissemination in compliance with agency policies, procedures, rules and regulations and public records law
- Researches and reviews digital evidence classification to ensure compliance with prescribed procedures and guidelines
- Works with agency departments and the State Attorney's Office regarding the viewing, reproduction, redaction, release, and the final disposition of digital evidence
Additional Benefits:
- General benefits package with flexible spending accounts, leave time, etc.
- Defined Contribution Plan 401(a) with a generous 6% City match
- Benefits also include 12 paid holidays and 24 hour full access to City fitness center. Continuous learning is supported through tuition reimbursement and professional development opportunities.
- May receive $1,000 in relocation assistance for candidates outside Pinellas, Pasco, Hillsborough, or Manatee counties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All employees share components of leadership, management, technical, and team skills to assist in making the City of Largo the community of choice in Tampa Bay.
Leadership
- Demonstrates an understanding and reflection of the City’s mission, vision, and values and a commitment to achieve organizational goals aligned with the City’s strategic plan
- Champions a high-performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives
- Articulates strategic and innovative thinking and provides clarity to deliver superior services
- Approaches the job with enthusiasm and curiosity to promote a solutions-oriented work culture
Management
- Effectively manages assignments and priorities to ensure the fulfillment of projects, tasks, and responsibilities
- Follows suggested procedures to ensure the highest standards of risk management, employee safety, and risk avoidance
- Monitors supply inventory and enters requisitions for supplies when needed; responsible for cash drawer for receipt of monies for various services; responsible for tracking time spent, billing of time, creating accurate invoices, tracking payment, and dissemination of records
Technical - Police Department
- Extensive data entry and retrieval activities using the RMS (Records Management System), including candidate naming, assisting in special projects, entering bicycle registrations, geo-verify addresses, importing arrests, maintaining DUI packets, maintaining Purged Warrants List, maintaining Quartermaster module for officer equipment, and updating the Incident module
- Scans all Police Department documents to include Property and Evidence items and Police Certifications to the Employee File; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule
- Receives and answers public records requests from citizens, insurance companies, law enforcement agencies, attorneys, and criminal justice personnel and manages activity log; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law
- Responds to requests from State Attorney’s Office for information such as witness affidavits and Office Oath forms
- Performs various tasks that provide customer service at the front counter, such as fingerprinting and background checks, acting as a Notary Public for citizens, answering incoming calls and addressing questions regarding department functions, forwarding callers to appropriate contacts, or taking information for appropriate contact to research a response and return the call
- Maintains and updates the CryWolf system for alarm activation within the City; prepares notices of false alarms and processes alarm citation payments; registers alarm users and issues permits; renews alarm permits annually
- Performs various tasks that assist the department/officers, including accepting, logging, and distributing subpoenas; accepting court orders for Seal/Expunge Records; maintaining Court Dates; maintaining Officer Invests to verify overtime; maintaining Reports Due list; maintaining Vehicle Impound Log, disposing of confiscated Driver’s Licenses and License Plates, voiding handicap parking citations, and opening, sorting, and delivering mail
- Creates monthly Training Rosters; trains new employees through the use of SOP (Standard Operating Procedures) and training checklists
- Electronically submits traffic citations to the Pinellas County Clerk’s office and traffic crash reports to the State of Florida
Technical - City Clerk’s Office
- Extensive records scanning and retrieval activities, as well as creating and maintaining some physical records
- Scans all City Clerk’s Office documents to include contracts, City Commission packets, etc.; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule
- Receives and answers public records requests; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law
- Performs various tasks that provide for customer service at the City Hall front desk, such as acting as a Notary Public for citizens, answering incoming calls and addressing questions, forwarding callers to appropriate contacts, and directing visitors
- Administration of cemetery sales and maintenance of cemetery files
- Prepares purchase requisitions and processes invoices for payment
- Prepares documents for recording at the Pinellas County Courthouse
Team Skills
- Supports honest and transparent decision-making
- Collaborates with all team members in a way that builds upon ideas and takes personal accountability and ownership of projects, roles, and assignments
- Openly exhibits a positive attitude in word and action and encourages others to do the same
Performs related work as required.
EMERGENCY RESPONSE STATUS: As a condition of employment, City of Largo employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.
MINIMUM QUALIFICATIONS
Education and Experience:
High school diploma or General Education Diploma (GED) is required- At least two (2) years of office clerical experience is required with proficiency in typing, word processing, database, spreadsheets, internet, and email, depending upon the needs of the assigned department
- Valid Florida Driver's License
Knowledge, Skills, and Abilities:
Knowledge of- records management procedures and dissemination of public and private information
- legal aspects and confidentiality of records
- business English, Spelling, and Math
- state statutes, laws, and ordinances as it pertains to public records, archives, and destruction of public records
- methods and procedures for handling cash and maintaining records of monies received
- office practices and procedures, including the efficient operation of a computer and other assigned office equipment in a records environment
- time management, organizational, and problem-solving skills
- principles and processes for providing customer services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
- Ability to
- establish and maintain effective working relationships with team members, representatives of business and governmental organizations, and the public
- adapt to changing technology and workflow requirements to meet customer service demands, including volume and types of requests
- complete office/clerical duties accurately while meeting deadlines with many interruptions
- work independently and carry out assignments to completion with minimal instruction
- multi-task and prioritize work assignments with strong attention to detail
- learn the operation of computerized record-keeping systems and applications, prepare reports, and perform varied clerical duties
- operate equipment and instruments utilized in meeting job requirements and operational responsibilities
- communicate clearly and concisely, both orally and in writing
- continue learning and staying up to date on Florida’s Sunshine Law and open governmental laws through seminars, webinars, events, and reading materials
WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
Work Environment: 100% inside a climate-controlled building.
Physical Requirements: The essential functions of the job require sitting approximately six (6) hours per day, standing approximately one (1) hour per day, and walking approximately one (1) hour per day. The job also requires frequent fine manipulations and repetitive motion, with occasional bending/stooping and reaching. On rare occasions, the work requires climbing, grasping, kneeling, and lifting/carrying objects weighing up to 15 pounds.
Sensory Requirements: Hearing: Ability to understand what others are saying in normal conversation and on the telephone. Speaking: Ability to communicate orally with others and speak effectively on the phone. Seeing: Ability to see and read computer monitor screens and read normal and fine print.
Driving Requirements: Requires occasional driving and possession of a valid Florida Driver's License.
Technology: Advanced proficiency with computer hardware and software programs including word processing, spreadsheet and/or database applications, internet applications, and database management.
IMPORTANT INFORMATION:
Yes - DRUG TESTING (Safety Sensitive)
No - CHILDCARE FINGERPRINTING
Yes - CREDIT CHECK
Yes - FDLE AND CJSTC SECURITY CLEARANCE: As mandated by the FDLE, CJSTC and the Largo Police Department, this position may be subject to additional security clearances due to access to the police department facility or police department's electronic data. (Not required for City Clerk’s Office).
ELEMENTS OF SELECTION PROCESS:
1. Review of applications for selection of those to proceed in the process
2. Selected applicants will be scheduled to interview with a hiring panel
3. Verification of three (3) personal references
4. Schedule for background check and fingerprinting process with both Human Resources and Largo Police Department
5. Schedule applicant(s) for onboarding with Human Resources and first day of work
Duration of The Process:
The expected duration of the selection process for filling the position should take approximately two (2) to three (3) weeks.
Agency's Policy On Reapplication:
If not selected, you may reapply for this or any other position at any time posted.
The City of Largo is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, or disability status.
About Us
The City of Largo a great place to work, naturally! Largo is the third-largest city in Pinellas County and the fourth largest in the Tampa Bay area. Conveniently located near world-class beaches and attractions in a picturesque natural setting, Largo offers a great quality of life for residents with affordable housing and entertainment, an engaged and active community along with safe and attractive streets. The City Parks system is made up of nearly 500 acres of green space including 20 parks, 11 miles of walking trails and many opportunities to canoe, kayak, and paddleboard.
About the Organization
The organization serves over 80 thousand residents and four thousand businesses by providing superior services that inspire community pride. The organization is made up of 12 departments with a shared strategic focus on sustainability, public health & safety, and community pride.
Largo is committed to building a High-Performance Organization (HPO) model to intentionally support flexibility, resiliency, and leadership capacity at all levels of the organization. HPO empowers individuals to participate in meaningful projects and initiatives to promote employee and community engagement.
As a national Top Workplace winner three years in a row, the City of Largo is proud of our innovative, collaborative, and passionate workforce. Team members enjoy competitive compensation, professional and personal development, generous benefits and leave packages, and work-life balance. A family-friendly atmosphere, tree-lined streets, and award-winning parks just begin to define the community we serve. The City of Largo prides itself on living up to its vision of being the Community of Choice in Tampa Bay, Naturally! To learn more about the organization, please watch the
City of Largo Values
video.
About our Benefits
Team members enjoy competitive compensation, professional and personal development, generous benefits, leave packages, and a flexible work life balance. Largo provides medical, dental, and vision coverage as well as wellness benefits. Additional benefits include flexible spending account (FSA) or health savings account (HSA) along with paid life insurance and AD&D coverage. Supplemental life is offered at additional cost.
Full-time team members are enrolled in a Defined Contribution Plan 401(a) with a generous 6% City match. Public Safety team members covered by IAFF (Fire) and PBA (Police) have plan provisions outlined in each union agreement. All team members are eligible to open an optional Deferred Compensation 457(b) and/or Roth 457(b).
Benefits also include 11 paid leave days and 24 hour full access to fitness centers. Continuous learning is supported through tuition reimbursement and professional development opportunities. For more information on the City of Largo Employee Benefits offerings, please review our
Largo Lifeline
.Salary : $19
