Temporary Records Specialist (OPD)

City of Orlando•Orlando, FL

12d

About The Position

Performs responsible, professional technical-level work supporting the digital conversion, research, processing, review, and management of City of Orlando and Orlando Police Department (OPD) records. Work includes scanning, indexing, and quality assurance of records in various formats, including microfilm, electronic, and historical records. Some records may contain sensitive, confidential, or legally protected information. After completing OPD Records Department training, the selected candidate assists Police personnel with researching police records, reviewing and redacting documents in accordance with applicable Florida Statutes, and supporting Public Records Requests (PRRs). Duties may include researching information across computer systems, preparing records for release, responding to PRR-related emails and telephone inquiries, and providing administrative and operational support to OPD Records staff. The position requires attention to detail, discretion, computer and records-management-system proficiency, and the ability to follow established procedures and applicable laws governing public records and confidentiality. Work is performed under the direction and supervision of appropriate OPD Records Department supervisory personnel. This is a temporary/seasonal, part-time position with no guaranteed number of hours and no benefits. The temporary/seasonal contract may be renewed annually based on performance and business needs.

Requirements

Valid Florida driver's license.
Successfully complete a criminal background check and polygraph, and submit fingerprints as required.
Successfully complete required Criminal Justice Information Services (CJIS) training and certification before receiving applicable system access.
Comply with OPD policies, security requirements, confidentiality standards, and applicable laws governing access to and handling of police records.
Successfully complete OPD Records Department training before performing assigned police-records research, redaction, and PRR-support functions.
Knowledge of basic office procedures and records-management practices, or ability to acquire this knowledge through training.
Ability to learn and navigate multiple computer systems, databases, and electronic records-management applications.
Ability to conduct detailed research to locate, retrieve, and verify information across records systems.
Ability to carefully review documents and accurately identify information requiring redaction under applicable Florida Statutes and established procedures.
Ability to follow written and verbal instructions, established workflows, and departmental policies.
Ability to maintain strict confidentiality when handling police records, sensitive information, and legally protected data.
Ability to recognize potential errors, discrepancies, or concerns and promptly notify the appropriate supervisor.
Time-management, organizational, and prioritization skills.
Skill using computers, scanning and office equipment, and applicable software.
Ability to communicate effectively orally and in writing, respond professionally to telephone inquiries, and assist with PRR-related correspondence.
Ability to work independently while communicating and cooperating effectively with team members.
Ability to maintain accuracy and attention to detail while performing repetitive tasks and working under established deadlines.
Ability to sit and work at a computer for extended periods.
Ability to lift 20 pounds or more.

Responsibilities

Operate scanning and micrographic equipment.
Scan records into designated records-retention systems and index documents for future retrieval.
Review scanned and indexed records for accuracy, completeness, and quality.
Identify and report potential errors, discrepancies, or missing information to the appropriate supervisor.
Maintain an organized, clean, and efficient workstation.
Ensure the security, confidentiality, and proper handling of records.
After completing OPD Records Department training, research and retrieve police records using computer systems, databases, and records-management applications.
Review police reports, supporting documents, and other records to identify materials responsive to Public Records Requests.
Redact information in accordance with applicable Florida Statutes, public-records laws, and established OPD procedures.
Assist OPD Records personnel with processing, reviewing, organizing, and preparing records responsive to PRRs.
Provide administrative and operational support for PRR-related emails, correspondence, and telephone inquiries.
Locate, retrieve, organize, and prepare responsive records for review and release.
Identify records that may contain confidential, exempt, or sensitive information and refer concerns to the appropriate supervisor.
Follow established procedures for documenting, tracking, and processing PRRs.
Maintain the confidentiality and security of police records and other sensitive information.
Communicate professionally and courteously with City and OPD Records personnel and other authorized individuals.
Perform other records-related duties as assigned to support OPD Records Department operations.