Records Technician - Full Time

Largo • Largo, FL

1d • Onsite

About The Position

Provides advanced clerical and administrative work for assigned department requiring independent judgment and specialized knowledge. Position reports to assigned department manager or supervisor. Depending on department needs, this position may be subject to shift assignments. This position also provides public records support for various digital evidence requests (e.g. body worn cameras) and video editing and redaction. Reviews digital evidence records and related documents for redaction and dissemination in compliance with agency policies, procedures, rules and regulations and public records law. Researches and reviews digital evidence classification to ensure compliance with prescribed procedures and guidelines. Works with agency departments and the State Attorney's Office regarding the viewing, reproduction, redaction, release, and the final disposition of digital evidence.

Requirements

• High school diploma or General Education Diploma (GED) is required.
• At least two (2) years office clerical experience is required with proficiency in typing, word processing, database, spreadsheets, internet and email depending upon the needs of the assigned department.
• Valid Florida Driver's License or ability to obtain one within 30 days of hire.
• Knowledge of records management procedures and dissemination of public and private information.
• Knowledge of legal aspects and confidentiality of records.
• Knowledge of business English, Spelling, and Math.
• Knowledge of state statutes, laws, and ordinances as it pertains to public records, archives, and destruction of public records.
• Knowledge of methods and procedures for handling cash and maintaining records of monies received.
• Knowledge of office practices and procedures, including the efficient operation of a computer and other assigned office equipment in a records environment.
• Knowledge of time management, organizational, and problem solving skills.
• Knowledge of principles and processes for providing customer services; includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to establish and maintain effective working relationships with team members, representatives of business and governmental organizations, and the general public.
• Ability to adapt to changing technology and work flow requirements to meet customer service demands, including volume and types of requests.
• Ability to complete office/clerical duties accurately while meeting deadlines with many interruptions.
• Ability to work independently and carry out assignments to completion with minimal instruction.
• Ability to multi-task and prioritize work assignments with strong attention to detail.
• Ability to learn the operation of computerized record keeping systems and applications, prepare reports, and perform varied clerical duties.
• Ability to operate equipment and instruments utilized in meeting job requirements and operational responsibilities.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to continue learning and staying up to date on Florida’s Sunshine Law and open governmental laws through seminars, webinars, events, and reading materials.
• Advanced proficiency with computer hardware and software programs including word, spreadsheet and/or database applications, internet applications, and database management.
• Required Overall Data Entry Scores of 2900 kph (Keystrokes Per Hour).
• Required Overall Non-Data Entry Scores of 80%.

Nice To Haves

• Preferred scores of 30 wpm (Words Per Minute) or higher and a minimum of 80% in Criticall Categories; Keyboarding, Data Entry, Call Summarization, Memory Recall, Map Reading, Spelling, Sentence Clarity, and Reading Comprehension.

Responsibilities

• Provides advanced clerical and administrative work for assigned department requiring independent judgment and specialized knowledge.
• Provides public records support for various digital evidence requests (e.g. body worn cameras) and video editing and redaction.
• Reviews digital evidence records and related documents for redaction and dissemination in compliance with agency policies, procedures, rules and regulations and public records law.
• Researches and reviews digital evidence classification to ensure compliance with prescribed procedures and guidelines.
• Works with agency departments and the State Attorney's Office regarding the viewing, reproduction, redaction, release, and the final disposition of digital evidence.
• Extensive data entry and retrieval activities using the RMS (Records Management System) including candidate naming, assisting in special projects, entering bicycle registrations, geo-verify addresses, importing arrests, maintaining DUI packets, maintaining Purged Warrants List, maintaining Quartermaster module for officer equipment, and updating the Incident module.
• Scans all Police Department documents to include Property and Evidence items and Police Certifications to the Employee File; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule.
• Receives and answers public records requests from citizens, insurance companies, law enforcement agencies, attorneys, and criminal justice personnel and manages activity log; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law.
• Responds to requests from State Attorney’s Office for information such as witness affidavits and Office Oath forms.
• Performs various tasks which provide for customer service at the front counter such as fingerprinting and background checks, acting as a Notary Public for citizens, answering incoming calls and addressing questions regarding department functions, forwarding callers to appropriate contacts, or taking information for appropriate contact to research a response and return the call.
• Maintains and updates the CryWolf system for alarm activation within the City; prepares notices of false alarms and processes alarm citation payments; registers alarm users and issues permits; renews alarm permits annually.
• Performs various tasks which provide assistance to the department/officers including accepting, logging and distributing subpoenas, accepting court orders for Seal/Expunge Records, maintaining Court Dates, maintaining Officer Invests to verify overtime, maintaining Reports Due list, maintaining Vehicle Impound Log, disposing of confiscated Driver’s Licenses and License Plates, voiding handicap parking citations, and opening, sorting, and delivering mail.
• Creates monthly Training Rosters; trains new employees through the use of SOP (Standard Operating Procedures) and training checklists.
• Electronically submits traffic citations to the Pinellas County Clerk’s office and traffic crash reports to the State of Florida.
• Extensive records scanning and retrieval activities as well as creating and maintaining some physical records.
• Scans all City Clerk’s Office documents to include contracts, City Commission packets, etc.; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule.
• Receives and answers public records requests; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law.
• Performs various tasks which provide for customer service at the City Hall front desk such as acting as a Notary Public for citizens, answering incoming calls and addressing questions, forwarding callers to appropriate contacts, and directing visitors.
• Administration of cemetery sales and maintenance of cemetery files.
• Prepares purchase requisitions and processes invoices for payment.
• Prepares documents for recording at the Pinellas County Courthouse.
• Supports honest and transparent decision-making.
• Collaborates with all team members in a way that builds upon ideas and takes personal accountability and ownership of projects, roles, and assignments.
• Openly exhibits a positive attitude, in word and action, and encourages others to do the same.
• Performs related work as required.
• As a condition of employment, City of Largo employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

Benefits

• General benefits package with flexible spending accounts, leave time, etc.
• Defined Contribution Plan 401(a) with a generous 6% City match.
• 12 paid holidays.
• 24 hour full access to City fitness center.
• Tuition reimbursement.
• Professional development opportunities.
• $1,000 in relocation assistance for candidates outside Pinellas, Pasco, Hillsborough, or Manatee counties.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED