Records Clerk Jobs

General Description The Records Clerk is responsible for performing a variety of maintenance, compilation, retrieval and distribution of official police documents and information. The Records Clerk performs duties that are routine and well covered by existing policies, procedures or instructions. Examples of Essential Functions Performs records maintenance, retrieval and distribution of official police documents and information. (80%)

• Participates in department meetings, staff meetings and other related activities.
• Follows safe working practices and has a working knowledge of safety practices and procedures.
• Ability to safely operate a motor vehicle.
• Knowledge of modern police recordkeeping procedures and practices.
• Adheres to laws, regulations and policies of the City and of the assigned Department. Follows instructions provided by the supervisor, Department Director or their designee.
• Reviews public records requests, ensures appropriate release of information, verifies receipt of payment and processes requests.
• Knowledge, Skills and Abilities:
• Education and Training: High School Diploma or GED is required.
• Processes record requests and retains a copy for departmental records and files accordingly.
• Scans documents to corresponding case in the records management system.
• Knowledge of police forms, terminology and records.
• Reviews, inputs, and processes police related documents and responds to requests for documents from various departments.
• Responds timely to requests from customer(s), internal and/or external, for preparing public record requests. Performs background screenings. (15%)
• Ability to support the Core Values of the City of Casselberry.
• Completes bilingual translation services (Spanish and English) as requested, if bilingual.
• Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, assigned by supervisor or designee. (These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.) Typical Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Security Clearance: Florida Department of Law Enforcement level background clearance.
• Audits traffic citations for accuracy; corrects or returns to appropriate officer for correction, enters traffic citation data into records management system and transmits to the Clerk of Courts.
• Verifies valid identification and residential jurisdiction.
• Prepares and distributes incoming, outgoing and interdepartmental correspondence.
• Participates as a member of the City staff as required to take action in the event of an emergency.
• Knowledge (basic level) of local, state and federal regulations affecting work.
• Knowledge (basic to intermediate level) of Café Management System or similar record management system.
• Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
• Ability to support the Vision of the City of Casselberry: A vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government. Supplemental Information TThe work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions.
• Maintains and balances weekly fingerprint and petty cash deposit(s). Additional Duties and Responsibilities (5%)
• Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver's license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.
• Knowledge (basic level) of departmental rules, policies and procedures.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Work Environment: This position performs the duties in an office setting. The noise level in the work environment is moderate and consistent with an office environment.
• Skill in effectively dealing with the public and other agencies.
• Ability to support the Mission of the City of Casselberry: Committed to protect and enhance the quality of life within its community.
• Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that do not involve exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or share bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.
• Experience: A minimum of up to one (1) year experience in clerical, customer service or related field is required. A comparable combination of education and experience may be considered. Bilingual (English/Spanish) translation experience is preferred.
• Knowledge (basic level) of public records and disclosure regulations (FS 119.07).
• Completes required or assigned training timely and applies acquired knowledge and/or skills.
• Maintains, preserves, retains and disposes of public records according to FS Chapter 119. Emergency Management Role
• Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Work, Excel, and other related programs.
• Acts a notary public, if licensed.
• Physical Demands: The primary functions require prolonged periods of time sitting and using hands to handle or feel, occasionally this position may stand, walk, bend, push, pull, climb or balance. In addition, this position may be required to occasionally lift and carry up to ten (10) pounds. This position is regularly required to use vision, speech and hearing, with or without assistive devices.
• Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: Desktop computer, desk phone, desktop scanner, copier, fax, paper shredder, and other related equipment.
• Receives request and performs background screening to identify criminal, traffic accident, traffic citation or other violations.