Records Technician

• Greets members of the public that arrive in the lobby, determine their need and using excellent customer service skills, assist them further.
• Checks in officers' paperwork and confirms receipt of all reports and checks officers' work for accuracy, completeness and conformance with Uniform Crime Reporting (UCR) guidelines.
• Enters  data into the computer system as needed,
• Copies and disseminates appropriate reports to selected outside agencies as mandated by statute.
• Identifies confidential, exempt and sensitive information in responsive documents.
• Performs and coordinates redaction of confidential, exempt, and sensitive information.
• Utilizes agency software to identify, organize, and redact public records.
• Remains current on laws, rules and policy potentially impacting public records.
• Files and maintains numerical sequence of historical records, as required by State Statute.
• Assists with Uniform Crime Reporting , as required by FDLE.
• Collects, collates, and disseminates data for other agencies as requested.
• Performs record checks, as requested, via mail or telephone; prepares reports for same and disseminates, as required.
• Receives monies and provides receipts for services provided to the public; maintains fees in ledger for auditing purposes.
• Keeps current with Florida's public records laws as well as agency policy.
• Ability to exercise considerable discretion and maintain confidentiality due to the sensitive nature of information processed; juvenile and other files that are (by law) deemed to be "secure".
• Keeps supervisor advised of all events pertaining to the Bureau and its' operation.
• Receives, routes, and disperses telephone calls/messages.
• Compiles case packets and transmits them to State Attorney's Office and maintains logs of same.
• Sends Uniform Traffic Citations and other paperwork to the Clerk of the Court and maintains transmittals of same.
• Creates general statistical reports for both internal and external customers.
• Maintains traffic citations and DUI citations in secure storage and issues in numerical sequence.
• Checks un-issued citation books and signed officers' receipts against master list for audit.
• Assists Records Supervisor with conducting UCR audits.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event.  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 employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

• Knowledge of agency policy, offense codes, court system, and legal procedures.
• Knowledge of state statutes pertaining to public records, records management and confidentiality.
• Knowledge of the operations of the department and responsibilities of the overall organization.
• Knowledge of organizational structure to describe the function of all agency units/departments/bureaus.
• Skilled in the use of office equipment, including copy machines and multi-line telephone systems.
• Skilled in the use of computers for data entry, word processing and accounting purposes.
• Ability to use computer software (Word, Excel, Microsoft Outlook, etc.) and enter data accurately from a wide variety of source documents.
• Ability to file and retrieve data.
• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to demonstrate a polite, helpful, courteous, and professional image when helping citizens and other employees and the ability to handle frequent interruptions.
• Ability to efficiently organize, prioritize, schedule, and manage daily work activities, tasks, and special assignments, while providing accurate information to administrative staff.
• Ability to communicate effectively both orally and in written form.
• Ability to perform other clerical duties such as filing, answering phones and/or compiling correspondence.
• Knowledge of proper grammar, punctuation, and spelling.
• Knowledge of Public Records Law and requirements.
• Knowledge of principles and procedures of records management and public records request systems.
• Knowledge of Florida Laws, rules, and regulations concerning records retention.
• Skilled in research including Internet usage.

WORK ENVIRONMENT

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Working Conditions: While performing the duties of this job, the employee's work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands. 

Risk/Safety Conditions:  This position requires minimal exposure or risk to physical health and/or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.) 

Physical Activities:The work is light: exerting up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and negligible amount of force constantly to move objects. Additional requirements include: balancing, climbing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking. 

(Occasional=1-3 Hrs; Frequent=3-5 Hrs; Constant=5-8 Hrs – Per Work Day)

• High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred.
• Three (3) years of diversified office experience in the use of personal computers, specifically Microsoft Office.
• One (1) year experience in customer service and public contact work.

• Possession of or ability to obtain a valid Florida driver's license by date of hire.

Salary : $18 - $24