What are the responsibilities and job description for the Records Specialist position at Leon County Sheriff's Office?
This position performs advanced level administrative work in support of the law enforcement and corrections functions of the agency. The majority of duties involve the electronic record keeping and storage of law enforcement and corrections related documents and processes. In this position, the employee will have contact with the public, receive monies, and provide receipts for services for background check and for copies of offense reports etc. This position processes all records request including highly advanced requests in accordance with Florida Statute 119 and other applicable statutes. This position adheres to the agency core values of honesty and integrity, accountability, teamwork, trust and respect and commitment to excellence. To be successful in this position, the employee must demonstrate competency in data entry and retrieval skills, time management skills, basic to intermediate computer skills, general communication skills (both written and oral), interpersonal skills, customer service skills and problem solving skills.
- Request National Crime Information Center (NCIC)/Florida Crime Information Center (FCIC) information.
- Request and retrieve records from the Driver and Vehicle Information Database (D.A.V.I.D.).
- Compose and type correspondence, reports and/or other materials.
- Maintain control and/or follow-up of incoming correspondence and/or action documents.
- Verify files, reports and/or documents for completeness and/or accuracy.
- Process public records request, timely and accurately, in accordance with Florida Statute 119 and other applicable statutes.
- Review and/or redact electronic, audio files, video files, documents, photographs, and other media.
- Seal and/or expunge all records involving a specified arrest pursuant to court order.
- Plan, direct, organize and/or implement crime data collection, classification, analysis, correlation, and/or uniform crime reporting functions.
- Follow procedures to protect the integrity and authenticity of records information.
- Process, collate, and prioritize incoming mail and requests in an efficient and timely manner.
- Monitor the monthly Florida Crime Information Center (FCIC) validation process and validate entries.
- Convert other records or media into electronic format.
- Conduct background checks.
- Provide guidance to other Records staff when necessary regarding policies and procedures.
- Provide statistical data.
- Enter and proof metadata.
- Respond to records requests pursuant to subpoena.
- Gather and preserve records pursuant to a spoliation request/order.
- Gather and provide all capital offense records upon request, both redacted and un-redacted, to the Florida State Archives.
- Enter Uniform Traffic Citations and DUI Citations in the records management system and provide them to the Clerk of Court within statutory time limits.
- Scan/Verify and provide Alarm Citations, Noise Citations, and Smoking Citations to the Clerk of Court within the statutory time limits.
- Scan/Verify and provide any issued Notice to Appear to the Clerk of Courts, and Civil Citations to the appropriate authority, within the statutory timeframe.
- Properly identify and document Requests to Prevent Disclosure (Marsy’s Law) to ensure compliance.
- When required, serve as acting Records Supervisor.
- Perform other records functions as directed.
- If certified through the Florida Department of Law Enforcement, train other Records personnel.
- Assure that all finalized reports and/or records are correct, complete, and concise.
- Ability to follow records retention schedules pursuant to Division of Library Services and Information Services.
- Ability to work closely with others as a team.
- Ability to communicate effectively, both orally and in writing.
- Ability to prepare and present clear, accurate, concise, and objective written and oral reports.
- Ability to meet requirements and maintain required licensures and certifications as well as agency required in-service training.
- Ability to adhere to the standards and principles of the agency's core values and professionally represent the agency.
- Ability to report to work timely, consistently, and as scheduled.
- Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the workplace.
- Ability to evolve with ever-evolving statutes, administrative code, or regulations as related to Florida’s retention and response to public records requests.
- Associate’s Degree or higher from an accredited college or university required. Records experience will substitute on a year-to-year basis.
- Two years’ experience involving records management, and/or processing public records requests, or similar work experience required.
- Computer competency, data entry, and retrieval skills required.
- Prior administrative or clerical work experience in a law enforcement or corrections setting preferred.
- NCIC/FCIC certification preferred.
- D.A.V.I.D. certification preferred.
- Must be able to lift, push, carry or pull a minimum of 25 pounds independently.
Salary : $41,383
