Primary Purpose
The Records Specialist is responsible for general clerical / office duties such as data entry, processing, and filing of a variety of documents including computerized records. Such documents include, but are not limited to, the following : reports, traffic citations, warning tickets, field contact cards, booking information, etc. This position is also responsible to receive cash for distribution of Agency records.
Education and Qualification Requirement
- High School Diploma or Equivalency
- Valid Florida Driver’s License
- Type 25 WPM accurately
- Basic knowledge of general office equipment
- Highly computer literate
- Knowledge of Microsoft Word, Excel, and Records Management System preferred
Duties
Review and conduct criminal backgrounds as requestedRetrieve photo imagingProcess runaway and missing persons reportsReceive, route, and disperse telephone calls / messagesMaintain confidential filesTime / date stamp appropriate documentationProcess fingerprint cardsProcess and disseminate public record information upon requestReceive, sort, copy, enter data, distribute, and file various reports, traffic citations, and other documentationReceive monies and provide receipts for services provided to the publicMaintain special recordsPerform faulty equipment checksLog dissemination of juvenile reportsReport to field officesAssist employees in researching information as requestedJob Controls and Complexities
Report directly to supervisorAdhere to laws / agency policy / rules / regulations / SOP / proceduresMaintain confidentiality / security of files and information obtained in the course of employmentProcess / compile / disseminate record / public record information as directed by approving authority in accordance with lawful requirementsProvide assistance to citizens, visitors, employees and other public and private entities in an effort to meet their needs and build positive community relationships / resolve complaints / address conflictsMaintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workersAdhere to leave, overtime and attendance policies / procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)Contacts
SJSO EmployeesGeneral PublicOther Law Enforcement EntitiesGrade Classification
Entry level work preforming routine tasksRequires direct supervisionWork requires minimal skill and knowledge of business vocabulary and arithmeticDoes not require independent decision makingPhysical Environment
Normal business hours apply; however, hours may vary and overtime may be necessary including nights, holidays, and weekendsWork in main office or in field offices and hands-on or personal close contact with the public when handling their paperwork and / or during fingerprinting and where exposure to elements and / or pathogens is foreseeable.Regular attendance is required due to the workload associated with this positionContact with public and SJSO personnelSit for long periodsSee at normal range or with accommodationsHear at normal level or with accommodationsSpeak understandablyManual dexterityAmbulate independentlyFrequently grasp / push / pull / bend / squat / lift / carry items up to 20 lbs.Occasionally reach above head / kneel / walk / climb / stoop / stand / lift items up to 50 lbs.Important Information
Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.
The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public. This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his / her supervisor.
See SJSO Policy for additional information on agency expectations and Senior Status requirements
