Temporary Records Specialist (OPD)

City of Orlando•Orlando, FL

10d

About The Position

Performs technical-level work supporting digital conversion, research, processing, review, and management of City of Orlando and Orlando Police Department (OPD) records. Records may be in microfilm, electronic, or historical formats and may contain sensitive, confidential, or legally protected information. Work includes scanning, indexing, and quality assurance, as well as maintaining the security and confidentiality of records. After completing OPD Records Department training, the specialist assists Police personnel with researching police records, reviewing and redacting documents under applicable Florida Statutes, and processing Public Records Requests (PRRs). Duties can include researching 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. 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 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.
Successfully complete OPD Records Department training before performing police records research, redaction, and PRR support functions.
Comply with OPD policies, security requirements, confidentiality standards, and applicable laws governing access to and handling of police records.
Knowledge of basic office procedures and records management practices, or ability to acquire that 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, 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 a supervisor.
Time management, organization, and prioritization skills.
Skill using computers, scanning equipment, office equipment, and applicable software applications.
Effective oral and written communication skills.
Ability to 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 during repetitive tasks and while 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 retention systems and index documents for future retrieval.
Review scanned and indexed records for accuracy, completeness, and quality; report potential errors, discrepancies, or missing information to a supervisor.
Maintain an organized, clean, and efficient workstation and 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 and supporting records to identify materials responsive to Public Records Requests.
Redact documents 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, including managing PRR-related emails and correspondence and responding to 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 questions or concerns to a supervisor.
Follow procedures for documenting, tracking, and processing PRRs.
Maintain the confidentiality and security of police records and other sensitive information.
Communicate professionally with City and OPD Records personnel and other authorized individuals about assigned tasks and inquiries.
Perform other records-related duties as assigned to support OPD Records Department operations.