Records Management Specialist I

2 weeks ago

Punta Gorda, Florida, United States Charlotte County, Clerk & Comptroller Full time

POSITION OVERVIEW


The Records Clerk I role is essential in delivering proficient support in the areas of documenting, managing, validating, and maintaining public records, including traffic violations, case details, court expenses, and related proceedings as they pertain to the operations of the Clerk of the Circuit Court.


Key Customer Service Competencies:

Ability to engage with the public in a welcoming, positive, courteous, and professional manner, while upholding and advocating for the Clerk's Office Mission, Vision, and Core Values. Must exhibit excellent communication and follow-up skills when interacting with the public, support personnel, and management. This position is a Temp-to-Perm opportunity for an initial 90-day period.



PRIMARY RESPONSIBILITIES
Records documents into the public archive.
Processes documents accurately and promptly in accordance with established procedures.
Handles customer correspondence efficiently, forwarding completed requests to Supervisor/Director.
Balances daily cash transactions, maintains daily logs, and prepares daily reports.
Assists with the electronic recording process.
Issues and processes marriage licenses.
Must fulfill all citizenship requirements to process passport applications on behalf of the U.S. Government.
Processes passport applications, captures passport photos, and administers the oath.
Must possess a comprehensive understanding of most job functions within the office.
Conducts general maintenance on equipment, including cleaning, replacing paper, changing tapes, and resolving paper jams.
Provides notary services for the public (if certified).
Must ensure confidentiality and privacy are maintained.
Must be available to travel between office locations for training and/or coverage as needed.
Adheres to the policies and procedures of the Charlotte County Clerk of the Circuit Court and County Comptroller.
Other duties as assigned.

ADDITIONAL DUTIES IN PUNTA GORDA:
Conducts marriage ceremonies.

ADDITIONAL DUTIES IN ANNEX:
Offers detailed information regarding case charges and fines owed.
Thoroughly explains requirements and compliance information in line with Florida Statute.
Ensures that documentation presented by defendants meets necessary requirements.
Provides information regarding defendants' options for fulfilling court obligations.
Processes payments and documentation for Civil Traffic, Criminal Traffic, Probation, and Juvenile cases.
Receives paperwork on behalf of County and Circuit Civil actions and forwards it via inter-office mail to the Civil Division.

CONFIDENTIALITY AND REDACTIONS:
Provides appropriate request forms based on the circumstances, ensuring compliance with Florida Statute. Accepts requests from Public Officers for confidentiality of records submitted for recording as well as documents already recorded. Accepts requests for redaction of information from the Official Record. Properly completes routing slips and forwards requests and microfilm to the Director for processing.

QUALIFICATIONS
To successfully perform this role, an individual must be able to execute each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND EXPERIENCE

High school diploma or general education degree (GED) plus a minimum of two years' experience in a responsible clerical position demonstrating knowledge and ability to utilize office automation technology. Must also pass a keyboard skills test of at least 35 wpm.

LANGUAGE SKILLS
Ability to read, analyze, and interpret general business publications, professional journals, technical procedures, or governmental regulations. Ability to effectively present information and respond to inquiries from groups of managers, clients, customers, and the general public. Highly effective communication and organizational skills are essential. Must be able to take initiative and exercise sound judgment.

This position serves a 90-day introductory period under the management of a recruitment firm contracted by this office.

PHYSICAL REQUIREMENTS


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.

The employee is occasionally required to walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 lbs.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.


WORK ENVIRONMENT


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. Routine maintenance duties will be required when operating office equipment. The noise level in the work environment is usually moderate.

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