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Records Specialist

2 months ago

DeLand, United States Volusia Sheriff's Office Full time
Records Specialist

Posting Closes: July 31, 2024

Starting Pay: $16.37 hourly

General Description:

Under direct supervision, the Records Specialist is responsible for specialized clerical record keeping duties and maintenance of sensitive and confidential law enforcement records to include processing public records requests and redacting reports, statements, and criminal histories for public dissemination.

Minimum Qualifications:
  • Graduation from a high school or have earned a GED.
  • Two (2) years of general clerical/secretarial work experience PREFERRED.
  • Must be able to obtain FCIC/NCIC limited access certification within thirty (30) days of hire and maintain certification through the duration of assignment to the position.
Essential Functions:
  • Process Public Records requests in accordance with Florida Statute and Agency policy and procedure.
  • Redacts reports in accordance with Florida Statutes Chapter 119.071 with the ability to identify confidential and exempt information and apply it appropriately.
  • Performs records destruction according to Florida Statutes and Administrative Code.
  • Performs duties utilizing operations systems such as CAD/ERMS, GovQA, CJIS, and Clerk of Court.
  • Receives and enters intake into the Electronic Records Management System (ERMS).
  • Traffic accident and citation queries in TraCS software system. Download from TraCS to agency ERMS system.
  • Creates requests and invoices within the Public Records Request portal (GovQA).
  • Answers incoming calls to the Administration line for the agency utilizing a multi-line system and directs calls to the appropriate department.
  • Receives complaints from citizens regarding service or related information and passes them on to proper person or division.
  • Acts as lobby receptionist, being attentive to situations that would require assistance or possible conflict. Notifies appropriate personnel in the event of an issue.
  • Completes financial transactions for records via cash or credit card.
  • Addresses routine or general questions relative to procedures, policy, or operations.
  • Processes incoming and outgoing mail.
  • Attends work on a regular and consistent basis.
  • Must adhere to Federal, State, County, and local ordinances.
  • Performs other duties as assigned.
Status: Civilian

Blood and Viral Pathogen Risk: Minimal Risk

Environmental Conditions:
  • General office settings with most duties being performed while sitting at a desk, table, or workstation.
  • Must be able to work under stressful conditions.
  • Must be able to relocate to other county locations based upon operational needs.
  • Must be able to remain available to work during an emergency/disaster/epidemic, as directed.
Skills and Abilities:
  • Ability to learn and effectively utilize operation systems used by the Records Section.
  • Ability to conduct research to gather information needed to satisfy public records requests.
  • Ability to use judgement and discretion and handle confidential information.
  • Ability to learn and effectively utilize report redaction process.
  • Ability to learn and effectively utilize report destruction process beyond retention period.
  • Ability to de-escalate situations involving unsatisfied customers, both on the phone and in person.
  • Ability to learn and understand the intake process.
  • Ability to interact effectively with the public and employees.
  • Ability to express ideas and relay information.
  • Ability to communicate clearly and concisely, both verbally and in writing.
  • Ability to provide exceptional customer service.
  • Ability to understand and follow oral and written instructions.
  • Ability to multitask and prioritize duties.
  • Ability to learn and perform assigned clerical duties readily and adhere to prescribed outcomes.
  • Ability to speak, read, and write and comprehend the English language.
  • Must have effective time management and organizational skills with high attention to detail.
Required Knowledge:
  • VSO General Orders and procedures.
  • Modern office practices, procedures, and equipment.
  • Business English, spelling, and arithmetic.
  • GovQA, ERMS, TraCS, and OnBase
  • Florida Public Record law, including confidential and exempt information.
  • Report redaction process.
  • Knowledge of report destruction process beyond retention period.
  • Knowledge of intake process.
Physical Requirements:
  • Sit for extended periods of time.
  • See at a normal range or with reasonable accommodation.
  • Hear at a normal level or with reasonable accommodation.
  • Utilize a computer for extended periods of time.
  • Manual dexterity.
  • Sedentary position.
  • Ability to lift up to 10lbs.

Equal Employment Opportunity Employer M/F/D/V