Description

Description: 

Responsible for the collection, dissemination, storage, retention and destruction of agency records. Incumbents must file and retrieve documentation, reports, and files. Duties also include providing assistance to the public, department employees, and other county personnel. The purpose of the position is to process public records requests submitted to the Central Records Section of the Clay County Sheriff’s Office. Record Specialist assignments are broad in nature requiring latitude for using journey level experience and independent judgement within established guidelines and procedures. Position performs a variety of administrative activities in response to public and media inquiries for information. Employees in this position receive, process, and ensure the availability of records in compliance with the State of Florida guidelines of Chapter 119 public records law. This position utilizes agency software to identify, prioritize, redact and complete records requests. The Records Specialists performs moderately complex, operational and specialized support duties specific to the section. Duties include but are not limited to maintaining a filing and archive system, processing internal and external mail, answering calls, and fingerprinting. The employee must be able to multi-task and use good interpersonal skills, including dealing politely and effectively with citizens who may be emotionally upset, excited, or distraught.

Duties: 

• Responds to public records requests from citizens, businesses, law firms, and other government or law enforcement agencies in accordance with Florida public records law F.S.S. 119.
• Prepares and redacts any and all investigative reports requested internally and externally.
• Composes correspondences, invoices, and letters of good faith or any other necessary materials to provide to requesting individuals, internal personnel, or external agencies and businesses.
• Maintains the integrity of the agency’s Record Management System (RMS) by complying with the Florida Department of
• Law Enforcement’s data entry standards and verifying information loaded into the RMS is accurate and consistent.
• Performs computer inquiries using the agency’s Records Management System (MS) to conduct criminal background checks, search for investigative reports or retrieve statistical data.
• Responsible for front desk reception; receives the public and answers questions in person and by telephone regarding departmental guidelines and procedures for public records requests.
• Utilize agency software to identify, prioritize, organize, and complete records requests.
• Interprets requests to generate search terms for electronic searches and conduct searches utilizing agency software.
• May perform criminal history search inquiries utilizing agency databases.
• Balances receipts for deposit, preparing the funds received for deposit in accordance with department policies and procedures.
• Generates/scans a full set (each finger, 2 thumbs, 4 fingers each hand) of fingerprints of a quality consistent with comparative/latent analyses requirements, for employment, backgrounds, and for citizens of the community as applicable.
• Researches, organizes, summarizes, and assembles requested information/documentation from various files and sources, forwarding the completed work product to the appropriate personnel/authority in a timely manner pursuant to agency polices and any applicable state statutes.
• Files all pertinent documentation/reports in the appropriate physical or electronic files/folders as required by agency policies/procedures in a timely manner and will ensure that all file folders are properly filed and stored in a logical manner to facilitate access to needed information in the absence of the member.
• Provides accurate information/directions/assistance to the public, department members, and/or other department personnel in a professional and courteous manner consistent with agency policies.
• Locates and releases public record information pursuant to applicable State statutes upon request to the press, consistent with agency policies and the law.
• Processes Requests for Traffic Crash Report Information per FSS316.0662(2) (a).
• Ensures that exempt information is not released and refers to questionable requests to the appropriate individual in accordance with agency policies/procedures.
• Coordinates the correct processing of the destruction authorization and related documents in a timely manner in accordance with applicable State Laws and agency policy.
• Develops, revises, and astutely monitors records retention schedules so as to ensure compliance with all applicable state and federal laws and regulations.
• Oversee the collection, retention, and dissemination of juvenile records and will ensure compliance with applicable agency, state, and federal laws, rules, and regulations concerning the processing, retention, dissemination, and confidentiality of juvenile records.

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Requirements

• High school diploma or equivalent
• One year customer service experience
• Proficient in Microsoft office products
• Speak and understand the English language