PART-TIME OPS RECORDS TECHNICIAN

State of Florida•Tallahassee, FL

5d•Onsite

About The Position

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Public Records Unit. This advertisement is for a OPS PART-TIME RECORDS TECHNICIAN position which is a NON-SWORN position. Incumbent of position is a member of DFS’ Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts. Receives, processes, and prepares documents/records in accordance with public records requests and subpoenas as they relate to the Division’s bureaus. Directs, coordinates, and consults with the Division’s field office personnel in gathering the required records and documents. Directs and coordinates subpoena requests with law enforcement personnel and assures all investigative documentation is prepared in response. Consults with Department attorneys regarding public records requests and subpoenas as required. Works independently to gather and reviews all documents to ensure they are properly redacted and released in accordance with Division policy and procedures, Department policy and procedures, statutory regulations, and general records schedule for law enforcement agencies. Communicates any discrepancies or perceived compliance issues with supervisor and Department attorneys. Updates the Department’s tracking system on status of public records requests and release. Communicates with requestors (citizens, attorneys, insurance companies, other law enforcement agencies, etc.) to gather additional information about the requests, answer questions, provide updates, and prepare accurate invoices. Monitors the Division’s Computerized Reporting system (ACISS) for status of the investigative report to process public records release and subpoenas. Inputs data within the Division’s system as it relates to the release of these documents and correspondence. Updates the Department’s computer tracking system (ATO) on status of public records requests and release. Mains up-to-date knowledge on all statutory requirements governing public records and training to include Florida Statutes, records retention schedules, Criminal Justice Standards and Training policies and procedures, and administrative codes. Assists with special projects within the office of Operational Support Services. Coordinates sealed and expungement orders for the Division to ensure compliance with state law and maintains the orders as required. Maintains Death Penalty case files and documents to ensure compliance with state law. Coordinates and maintains control of records retention and disposal for headquarters and field offices in accordance with all Department and Division policies and procedures and records retention schedules. Arranges and completes the transfer process of records to long-term storage and updates the Total Recall System. Performs other related work as required.

Requirements

High School Diploma or equivalent.
Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.).
VALID Driver’s License from the Florida Department of Highway Safety and Motor Vehicles by time of employment.
Ability to type letters, memoranda, and other standard business documents using correct spelling, punctuation, and grammar.
Ability to deal with the public in a courteous and efficient manner.
Ability to operate general office equipment.
Ability to prioritize, organize, and coordinate work assignments.
Ability to establish and maintain effective working relationships with others.
Ability to review and redact documents to ensure confidential or protected information is removed prior to public release.
Ability to properly dispose of records using approved and legally compliant methods.
Knowledge of general office procedures and basic filing practices.
Knowledge of laws and agency policies governing how long records must be kept and when they may be destroyed.
Skill in Microsoft Office Word, Excel, and Access.
Skill in organizing and maintaining records so they can be easily located when needed.
Skill in safeguarding confidential or protected information throughout the retention and disposal process.
Skill in communicating effectively, verbally and in writing.

Nice To Haves

A degree from an accredited college or university.
One (1) year of professional work experience.
Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency’s mission.
Experience working in law enforcement agency, law firm, fire service industry, or government investigative agency.

Responsibilities

Receives, processes, and prepares documents/records in accordance with public records requests and subpoenas as they relate to the Division’s bureaus.
Directs, coordinates, and consults with the Division’s field office personnel in gathering the required records and documents.
Directs and coordinates subpoena requests with law enforcement personnel and assures all investigative documentation is prepared in response.
Consults with Department attorneys regarding public records requests and subpoenas as required.
Works independently to gather and reviews all documents to ensure they are properly redacted and released in accordance with Division policy and procedures, Department policy and procedures, statutory regulations, and general records schedule for law enforcement agencies.
Communicates any discrepancies or perceived compliance issues with supervisor and Department attorneys.
Updates the Department’s tracking system on status of public records requests and release.
Communicates with requestors (citizens, attorneys, insurance companies, other law enforcement agencies, etc.) to gather additional information about the requests, answer questions, provide updates, and prepare accurate invoices.
Monitors the Division’s Computerized Reporting system (ACISS) for status of the investigative report to process public records release and subpoenas.
Inputs data within the Division’s system as it relates to the release of these documents and correspondence.
Updates the Department’s computer tracking system (ATO) on status of public records requests and release.
Maintains up-to-date knowledge on all statutory requirements governing public records and training to include Florida Statutes, records retention schedules, Criminal Justice Standards and Training policies and procedures, and administrative codes.
Assists with special projects within the office of Operational Support Services.
Coordinates sealed and expungement orders for the Division to ensure compliance with state law and maintains the orders as required.
Maintains Death Penalty case files and documents to ensure compliance with state law.
Coordinates and maintains control of records retention and disposal for headquarters and field offices in accordance with all Department and Division policies and procedures and records retention schedules.
Arranges and completes the transfer process of records to long-term storage and updates the Total Recall System.
Performs other related work as required.
May be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts as a member of DFS’ Disaster Response Team.