Records Specialist

Position Concept

The Records Specialist locates, maintains, retrieves and organizes law enforcement and detention records.  The member performs operational and clerical duties specific to the position.

The most important and essential job function of the position is attitude which includes the following: interacting positively and cooperating with co-workers, responding politely to customers, working as a team member, functioning under intense time pressure and responding in a positive manner to supervision.

The Records Specialist shall perform any related duties and tasks that may be required and shall have the physical, mental and emotional abilities to perform the essential job duties of the position.

Employee Benefits

• Medical, Dental, Vision
• 10 Paid Holidays
• Paid Time Off
• Direct Deposit, Bi-Weekly Pay Checks
• Tuition Reimbursement
• Education Incentive
• Free Employee Health Clinic
• Wellness Incentives
• FRS Retirement
• Employee Assistance Program (EAP)
• Free Employee Gym
• Life Insurance
• Deferred Compensation Plan

Essential Functions

• Perform data entry
• Perform record searches
• Compile statistics
• Process public records request
• Respond to public window
• Respond to routine inquiries
• Provide general information to the public
• Communicate via telephone/email/fax 
• Scan documents 
• Process traffic citations
• Retrieve records on microfilm/microfiche
• Prepare correspondence/forms
• Maintain files
• Conduct local background checks
• Process payments for public records request
• Process photographs/digital media
• Prepares files for archives
• Review reports for Uniform Crime Reporting
• Process incoming mail
• Seal/expunge records
• Process pawn tickets
• Perform OIC duties as requested

Education, Professional Certification or License

• High School diploma or General Equivalency Diploma
• Attain *FCIC/NCIC certification within 6 months of appointment
• Valid Florida driver’s license

Professional Experience

• Demonstrated proficiency of keyboarding 35 wpm with no more than 5 errors

Environmental Conditions

• Works in an office environment under normal conditions with normal stress levels
• Works extended periods of time using a computer

Knowledge of

• Office supplies
• PCSO policy and procedures, directives
• State of Florida records management  
• Uniform Crime reporting
• Various software
• Records policy procedures
• Polk County ordinances
• *CJIS and *FCIC II policy/procedures
• Florida Statutes
• Filing system
• Other law enforcement/ government agencies
• Clearance codes
• Various documents
• Safety techniques
• Patrol sectors/beats
• Community referral services
• Computer operating systems/software  
• Geographical area
• Telecommunications signals/dispatch codes

Ability to

• Read and write English
• Operate office equipment
• Recognize and count U.S. currency
• File alphabetically/numerically
• Operate a scanner/other equipment
• Process funds
• Operate motor vehicle
• Maintain accurate logs/ records
• Follow directions
• Communicate effectively orally/in writing
• Multitask
• Create and move files/navigate on a computer
• Use external hard drives

Skills

• Basic mathematical
• Keyboarding
• Computer
• Reading comprehension
• Telephone
• Basic English grammar
• Process funds
• Report interpreting
• Interpersonal
• Clerical
• Attention to detail
• Operate office equipment/fax/email
• Organizational
• Address U.S. mail

Physical Requirements

• Walk or have accommodations/assistance
• See at normal range or with accommodation (in low light)
• Stand for long periods
• Sit for long periods
• Lift 30-40 lbs.
• Climb
• Manual dexterity
• Hear at normal level or with accommodation
• Speak English understandably
• Tolerate loud noise

Other

*FCIC/NCIC: Florida Crime Information Center/National Crime Information Center

*CJIS: Criminal Justice Information System

Equal Employment Opportunity Employer M/F/D/V

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