Records Specialist

Records Specialist

Responsible for the collection, dissemination, storage, retention and destruction of agency records. Incumbent must file and retrieve documentation, reports, and files. Duties also include providing assistance to the public, department employees, and other county personnel. The purpose of the position is to process public records requests submitted to the Central Records Section of the Clay County Sheriff's Office. Record Specialist assignments are broad in nature requiring latitude for using journey level experience and independent judgement within established guidelines and procedures. Position performs a variety of administrative activities in response to public and media inquiries for information. Employees in this position receive, process, and ensure the availability of records in compliance with the State of Florida guidelines of Chapter 119 public records law. This position utilizes agency software to identify, prioritize, redact and complete records requests. The Records Specialists performs moderately complex, operational and specialized support duties specific to the section. Duties include but are not limited to data entry, quality control, gathering statistical data, maintaining a filing and archive system, processing internal and external mail, answering calls, assign and audit Uniform Traffic Citations and fingerprinting. The employee must be able to multi-task and use good interpersonal skills, including dealing politely and effectively with citizens who may be emotionally upset, excited, or distraught.

Duties include :

• Responds to public records requests or statistical data requests from citizens, businesses, law firms, and other government or law enforcement agencies in accordance Florida public records law F.S.S. 119.
• Prepares and redacts any and all investigative reports requested internally and externally.
• Composes correspondences, invoices, and letter of good faith or any other necessary materials to provide to requesting individuals, internal personnel, or external agencies and businesses.
• Maintains the integrity of the agency's Record Management System (RMS) by complying with the Florida Department of Law Enforcement's data entry standards and verifying information loaded into the RMS is accurate and consistent.
• Performs computer inquiries using the agency's Records Management System (MS) to conduct criminal background checks, search for investigative reports or retrieve statistical data.
• Assist the RMLO in performing the final review of public records requests prior to release.
• Ensures the proper issuance and accountability of all Uniform Traffic Citations and Electronic Traffic Citation numbers by managing internal audits with all recipients.
• Responsible for front desk reception; receives the public and answers questions, in person and by telephone regarding departmental guidelines and procedures for public records requests.
• Utilize agency software to identify, prioritize, organize, and complete records requests.
• Correspond with parties requesting public records; seek clarification on unclear or large requests; prepares cost estimates in connection with public records requests; collaborates with agency personnel to ascertain the volume and nature of responsive records.
• Interprets requests to generate search terms for electronic searches and conduct searches utilizing agency software.
• May perform criminal history search inquiries utilizing agency databases
• Balances receipts for deposit, preparing the received funds for deposit in accordance with department policies and procedures.
• Records, tracks, and follows up on incoming correspondence and action documents, such as subpoenas to ensure timely response or actions consistent with agency policies and all applicable state statutes.
• Generates / scans a full set (each finger, 2 thumbs, 4 fingers each hand) of fingerprints of a quality consistent with comparative / latent analyses requirements, for employment, backgrounds, and for citizens of the community as applicable.
• Creates new records (if one is not already created) and enters all data on NOV's, CIV's, Trespass Warnings, hand written Traffic Warnings and Citations, Sexting Violations, handwritten DUI's, Boating Citations, Marine Inspection Warnings, Juvenile Civil Citations, Vehicle / Vessel Assists
• Verifies the Juvenile Tobacco Citation Report has been added to RMS and adds remaining data that has not been previously added, to include charges, notes, location, names, etc.
• Researches, organizes, summarizes, and assembles requested information / documentation from various files and sources, forwarding the completed work product to the appropriate personnel / authority in a timely manner pursuant to agency polices and any applicable state statutes.
• Files all pertinent documentation / reports in the appropriate physical or electronic files / folders as required by agency policies / procedures in a timely manner, and will ensure that all file folders are properly filed and stored in a logical manner to facilitate access to needed information in the absence of the member.
• Provides accurate information / directions / assistance to the public, department members, and / or other department personnel in a professional and courteous manner consistent with agency policies.
• Reviews / researches microfilm for old cases and arrests, as requested.
• Processes and files traffic / parking citations and accurately prepares the required reports.
• Locates and releases public record information pursuant to applicable State statutes upon request to the press, consistent with agency policies and the law.
• Processes Requests for Traffic Crash Report Information per FSS 316.0662(2) (a).
• Ensures that exempt information is not released and refers questionable requests to the appropriate individual in accordance with agency policies / procedures.
• Scans daily incoming paperwork including witness statements, vehicle inventory, victim lethality, vehicle / vessel assist, etc.
• Ensures that all evidence of the specified arrest upon receipt of a verified and certified order to expunge is destroyed in accordance with applicable KRS, keeping only the original order and any other statutorily authorized information in a safe and secure location.
• Coordinates the correct processing of the destruction authorization and related documents in a timely manner in accordance with applicable State Laws and agency policy.
• Develops, revises, and astutely monitors records retention schedules so as to ensure compliance with all applicable state and federal laws and regulations.
• Notifies and furnishes school board with copies of juvenile arrests, school board member arrests, or any offense report dealing with school board personnel in a timely manner pursuant to agency policies and applicable state statutes.
• Oversees the collection, retention and dissemination of juvenile records and will ensure compliance with applicable agency, state and federal laws, rules and regulations concerning the processing, retention, dissemination and confidentiality of juvenile records.
• Oversees the storage, release and return of agency records, ensuring that all applicable agency, state and federal policies and procedures governing the storage and dissemination of records are properly followed.
• Redacts active / inactive reports, calls, etc. according Florida State Statute 119.
• Strong analytical thinking and problem-solving skills to ensure procurement goals are met.
• Practices a collaborative and team spirit in work habits.
• Utilizes a variety of analytical techniques to solve problems.
• Is resourceful and practices problem solving actions and techniques.
• Displays a strong personal commitment to the successful completion of all projects.
• Achieves results with accuracy and precision.
• Thoroughly analyzes conditions and reaches independent decisions.
• Performs all the designated duties and assume all responsibilities as required in the absence of the assigned supervisor / superior / co-worker or during periods of work overload in accordance with agency policy, procedures and supervisory direction.
• Ensures that their work area is clean, organized, safe and presentable in accordance with agency policies and procedures.
• Receives, reviews incoming mail, and correctly distributes it to the appropriate departments or personnel in a timely manner and in accordance with agency policy.
• Answers and screens calls as appropriate, routing the calls to the proper personnel, or correctly documenting all pertinent information and forwarding same to the designated individual.
• Receives daily inmate folders from the jail and verifies on incoming log for accuracy
• Scans daily released inmate folders, including booking, in / out, bond, disposition, inmate request forms, victim notification, property forms, receipts, transfer papers, segregation documents, classification documents, confinement, daily observations, etc.
• Processes applicable incoming and outgoing documents and / or files in a timely manner consistent with supervisory direction and / or agency policies / procedures.
• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
• Reports identified or potential maintenance, safety, and / or non-compliance findings, hazards, and incidents to the appropriate personnel and / or department.
• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
• Adheres to leave and