Administrative Clerk III - Records

Santa Rosa County Sheriff's Office•Milton, FL

3d•Onsite

About The Position

Under the general supervision of the Records Supervisor, this position performs a wide array of advanced clerical tasks which require the application of some independent judgement and office knowledge. Work involves standard clerical duties including typing on a computer keyboard, data entry, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, reports, and documents. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Performs other work as required.

Requirements

Graduation from high school or GED.
Four years’ experience with typing and data entry.
Years’ experience can be supplemented with equivalate time in post-secondary education, or combination of experience and education.
Applicant must have a valid Florida Driver’s License at the date of hire and maintain said license while employed in this position.
Communicate using speaking, hearing and vision skills; use of data entry equipment; sit for extended periods.
Current office practices, methods, and procedures
Business English, spelling and arithmetic
Operate and have extensive knowledge in the use of office equipment, i.e. computer, copy machine, fax and telephone
Ability to maintain records and to prepare reports from such records
Ability to understand and communicate the policies, procedures, and services of the office, division, or unit
Ability to learn computerized records management system (RMS)
Ability to establish and maintain effective working relationships with others to include the governmental agencies that we serve
Ability to type with speed and accuracy. The typed work is on a computer
Ability to learn and retain instructions about the eligibility of documents and information for public release
Ability to remember numerous details and quickly re-call essential information
Type, operate data entry equipment.

Nice To Haves

May require the ability to obtain certification in the NCIC/FCIC terminal course within six (6) months of employment/appointment and maintain said certification throughout employment/appointment.
Must pass a thorough background check including CVSA, physical exam, and drug screen if a new hire.
May require shift work.

Responsibilities

Maintains various records, reports, and files
Receives and dispenses information by telephone, email, or direct contact with the public
Copy report for customers and officers, calculate charges, receive money make change, and write receipts
Balance cash drawer and submit money and transmittal to Fiscal
May perform other duties unique other the office, division, or unit that are technical in nature
Prepares and processes digital media for public release
Receives, compiles, reviews, and processes a variety of records and reports, which may include tow receipts, criminal traffic citations, sex offender registrations, juvenile arrests, records requests, offense reports, arrest reports and/or other related information
Conducts research and/or contacts appropriate individuals or agencies to obtain critical information, conduct county background checks, and/or provide official and certified documents.
Review reports for Uniform Crime Reporting (UCR) purposes utilizing National Incident-Based Reporting System (NIBRS) and Florida Incident-Based Reporting System (FIBRS) rules
Performs searches, entries, modifications, and validate agency entries in the FCIC/NCIC database
Independently draft, compose, type, and email invoices/cost letters regarding applicable fees.
Estimate and determine the fees associated with the requests according to statute.
Prepares, indexes, scans, and performs quality control checks on document imaging system information.
Conducts research and may receive payment for fees associated with background checks and public record requests.
Issue written receipts for all funds received.
Interpret, analyze, and administer Florida State Statutes and Public Record Laws.
Research cases to analyze and determine the status and/or judicial process to determine what statues are applicable.
Answer phones and responds to inquiries from public, insurance companies, and other various agencies
All other duties as required