Administrative Clerk III - Records

GENERAL DESCRIPTION

Under the general supervision of the Records Supervisor. This position performs a wide array of advanced clerical tasks which require the application of some independent judgement and office knowledge. Work involves standard clerical duties including typing on a computer keyboard, data entry, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, reports, and documents. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Performs other work as required.

ESSENTIAL JOB FUNCTIONS

Essential functions are fundamental job duties. They do not include marginal tasks which are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed. Personal characteristics required of all employees such as honesty, industry, sobriety and the ability to get along with others, are presumed qualities and may not be listed specifically. Maintains various records, reports, and files Receives and dispenses information by telephone, email, or direct contact with the public Copy report for customers and officers, calculate charges, receive money make change, and write receipts Balance cash drawer and submit money and transmittal to Fiscal May perform other duties unique other the office, division, or unit that are technical in nature Prepares and processes digital media for public release Receives, compiles, reviews, and processes a variety of records and reports, which may include tow receipts, criminal traffic citations, sex offender registrations, juvenile arrests, records requests, offense reports, arrest reports and/or other related information Conducts research and/or contacts appropriate individuals or agencies to obtain critical information, conduct county background checks, and/or provide official and certified documents. Review reports for Uniform Crime Reporting (UCR) purposes utilizing National Incident-Based Reporting System (NIBRS) and Florida Incident-Based Reporting System (FIBRS) rules Performs searches, entries, modifications, and validate agency entries in the

FCIC/NCIC

database Independently draft, compose, type, and email invoices/cost letters regarding applicable fees. Estimate and determine the fees associated with the requests according to statute. Prepares, indexes, scans, and performs quality control checks on document imaging system information. Conducts research and may receive payment for fees associated with background checks and public record requests. Issue written receipts for all funds received. Interpret, analyze, and administer Florida State Statutes and Public Record Laws. Research cases to analyze and determine the status and/or judicial process to determine what statues are applicable. Answer phones and responds to inquires from public, insurance companies, and other various agencies All other duties as required

ESSENTIAL PHYSICAL SKILLS

Communicate using speaking, hearing and vision skills; use of data entry equipment; sit for extended periods.

ENVIRONMENTAL CONDITIONS

Office.

KNOWLEDGE OF

Current office practices, methods, and procedures Business English, spelling and arithmetic

ABILITY TO

Operate and have extensive knowledge in the use of office equipment, i.e. computer, copy machine, fax and telephone Ability to maintain records and to prepare reports from such records Ability to understand and communicate the policies, procedures, and services of the office, division, or unit Ability to learn computerized records management system (RMS) Ability to establish and maintain effective working relationships with others to include the governmental agencies that we serve Ability to type with speed and accuracy. The typed work is on a computer Ability to learn and retain instructions about the eligibility of documents and information for public release Ability to remember numerous details and quickly re-call essential information

SKILLS:

Type, operate data entry equipment.

MINIMUM QUALIFICATIONS

Graduation from high school or GED. Four years' experience with typing and data entry. Years' experience can be supplemented with equivalate time in post-secondary education, or combination of experience and education.

LICENSE:

Applicant must have a valid Florida Driver's License at the date of hire and maintain said license while employed in this position.

CERTIFICATION

May require the ability to obtain certification in the

NCIC/FCIC

terminal course within six (6) months of employment/appointment and maintain said certification throughout employment/appointment.

ADDITIONAL

Must pass a thorough background check including CVSA, physical exam, and drug screen if a new hire. May require shift work.