Administrative Support - Senior Records Specialist (FL, Winter Garden) - City of Winter Garden

WORK OBJECTIVE

This is a position responsible for the overall operations of a centralized police records system. The Senior Records Specialist is responsible for classifying, indexing, filing, storing, retrieving, and disposing of records and responding to police-related public records requests; and is assisted by the Records Specialist.

ESSENTIAL FUNCTIONS

The following duties are not inclusive of all duties for this position. The incumbent may be required to perform other related duties as directed by the supervisor. This is a position that requires that the incumbent perform all the tasks while organizing the workload that allows for maximum efficiency and cooperative work effort.

• Sorts, separates, and arranges files, reports, letters, and other documents and material for the Police Department.
• Verifies correct input and retrieval of information from a complex filing system through electronic or other systems.
• Researches computerized and physical records and files to respond to records requests the general public, law enforcement agencies, and other governmental agencies in accordance with Florida public records laws and/or Attorney General opinions.
• Confirms the correct recording of payment for collection of fees.
• Conducts a comprehensive review of all criminal reports and arrest reports ensuring they are properly coded for compliance with NIBRS/FIBRS guidelines for transmission to Florida Department of Law Enforcement.
• Submits monthly Hate Crimes, Cargo Theft, Human Trafficking, and Use of Force reports to FDLE.
• Receives and answers telephone and directs inquiries from the public to the appropriate person or department.
• Requires frequent decision-making skills and use of personal computers, adding machines, fax machines, telephones, and other office equipment.
• Provides training and instruction for support staff and may participate in selection.
• Promote current records management techniques to assure availability of vital information, compliance with State Laws, and cost-effective storage.
• Manages and processes the destruction of records in accordance with established State of Florida Statutes, regulations, and procedures.
• Establishes and maintains security procedures.
• Makes recommendations concerning equipment and supplies.

MINIMUM QUALIFICATIONS

• Associate degree or higher level of education required; 2-3 years of prior police records experience is required. The equivalent combination of education, training, and experience may also be considered.
• Advanced knowledge of public records and public records law in a government environment and bilingual skills are highly desirable.
• Proficient in the use of office equipment including personal computers using various software and ability to type at least 40 WPM.
• Obtain FRMA (Florida Records Management Association) certification within 2 years and maintain such certification.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to build and maintain positive relationships with diverse groups including all organizational levels, internal and external customers, and the general public while demonstrating professionalism, courtesy, and responsiveness.
• Knowledge of city ordinances, state and federal laws, and regulations governing records management.
• Knowledge and understanding of current and developing records management technologies.

• Ability to read, understand and interpret manuals, laws, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, and guidelines.
• Ability to work independently and collaboratively to accomplish the mission of the department.
• Ability to effectively communicate verbally and in writing; understand and follow oral and written instructions; have clear and legible handwriting; and compose complex correspondence, summaries, and reports.
• Ability to multi-task in a fast-paced environment, problem-solve, establish priorities, organize, and remain efficient and flexible while completing all assignments in a timely and effective manner.

PHYSICAL & ENVIRONMENTAL CONDITIONS

• Work is mainly sedentary in nature, which may include frequent lifting, moving, pushing, and pulling of light items up to 10 lbs. and occasional lifting, moving, pushing, and pulling of moderate to heavy objects up to 40 lbs.
• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended periods of standing and sitting.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, and handling/grasping/fingering of objects.

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.