Primary Purpose
The Records Specialist II is responsible for coordinating large and special interest public records requests. These requests go outside the scope of Records and other areas are contacted for information to fulfill the request. This position is responsible for being the single point of contact between the requestor and the agency for request clarification, payment etc. This position is also responsible for being a training officer to the Records Specialist I position and must possess the ability to perform all of the functions required. This position is also responsible for being a liaison officer for scanning software as well as DHSMV for ordering new citation and crash numbers.
Education and Qualification Requirement
- High School Diploma or Equivalency
- Valid Florida Driver’s License
- Type 25 WPM accurately
- Intermediate knowledge of general office equipment
- Highly computer literate
- Knowledge of Microsoft Word, Excel, and Records Management System preferred
- Intermediate knowledge of Public Records Law FS 119
Duties
Process large public records requests that go outside the scope of common requests received by Specialist I. Including requests that involve information from other Units such as Accreditation, Corrections (including Corrections Medical), Finance, Forensics, Human Resources, Information Technology, Internal Affairs, etc. This requires a broader scope of Public Records laws that extends beyond the daily requests. Verify all protected information has been removedCentral point of contact for the above mentioned request types and coordinate payment and delivery of requested recordsRecords Training Officer for Specialist I positionsSpecial Projects LiaisonReview 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 requestedResponsible for gathering, processing 911 recordings, non-emergency line recordings, and radio traffic recordings.Listening to emergency (911) calls and radio dispatch communication and redacting as necessary.Maintain and update logs specific to the Time Gate System and recording requestsJob 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.)Grade Classification
Entry to intermediate level workPerforms independently under general supervisionWork requires application of general knowledge of business practices in various situationsDeals with problems or situations that remain stableDoes not require independent decision makingContacts
SJSO EmployeesGeneral PublicOther Law Enforcement EntitiesPhysical 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 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
EFFECTIVE : 10 / 15 / 2019
History : New Job Description format
