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Records Specialist

2 months ago

Tampa, United States Hillsborough County Clerk of Courts Full time
Job Description

JOB SUMMARY

Responsible for performing a variety of specialized clerical duties related to the storage, maintenance, and destruction of administrative, legal, and court records. Performs specialized complex work, which may require, depending on the area of assignment, data entry, processing, research, and filing of a variety of legal documents performed in an automated work environment; may work in various departments under the Clerk's Office and could require public contact; reviews and processes a wide variety of official records and/or legal documents in accordance with Florida Statutes and other pertinent legal authorities. May require work in the Clerk's records warehouse depending on position assignment.

CORE COMPETENCIES
  • Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service.
  • Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
  • Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
  • Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.
JOB SPECIFIC COMPETENCIES
  • Knowledge of general office policies, procedures and practices.
  • Knowledge of English grammar, punctuation, spelling, and arithmetic.
  • Knowledge of court system, legal terminology, and organizational skills as well as the ability to perform a variety of complex administrative duties.
  • Ability to use various computer systems, software, and office equipment.
  • Ability to exercise excellent communication skills, both orally and in writing.
  • Ability to perform accurate computations and verification of data.
  • Ability to establish and maintain effective working relations with government officials, other employees, and the public.
  • Ability to work with confidential and/or sensitive data and comply with legal advice restrictions for the Clerk's Office.
  • Ability to proof own work and the work of others.
  • Ability to plan, organize and supervise the work of others.
  • Ability to instruct new employees.
REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.
  • Performs a variety of tasks related to an automated office environment, which may include: processing passport applications and marriage licenses (including performing ceremonies, maintaining docket records, performing data entry, processing and examining legal documents to ensure adherence to court procedures, creating memoranda and reports, converting paper documents to electronic format, destroying documents in accordance with retention guidelines, verifying case information, and recording case dispositions, court orders and judgments.
  • Performs cashiering duties.
  • Performs clerical duties such as photocopying, ordering and issuing supplies, and processing mail.
  • Processes and indexes reports and other materials according to established procedures.
  • Provides guidance to other clerical staff and review works of others for completeness and accuracy.
  • Provides assistance and information to the public, which may include responding to inquiries and performing searches of official records, court files, etc.
  • Supervises assigned clerical employees and provides training and assistance as necessary.
Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical staff.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from high school or possession of a GED Certificate and 2 years of clerical experience.

STARTING SALARY: $17.04 HOURLY/ $35,435 ANNUALLY

PHYSICAL DEMANDS

The work is light and requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects; may also require climbing, crouching, grasping, handling, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, stooping, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation.

CAREER PATH
  • Records Specialist I
  • Records Specialist II
  • Records Specialist III
  • Records Specialist IV
  • Supervisor
  • Manager
  • Director
  • Senior Director
  • Chief Deputy

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.