Hillsborough County, Florida Hiring for Records Specialist II (001227) Job at Tampa, FL Full Time

JOB SUMMARY

Responsible for performing a variety of specialized clerical duties related to the storage, maintenance, and destruction of administrative, legal, and court records. Performs specialized complex work, which may require, depending on the area of assignment, data entry, processing, research, and filing of a variety of legal documents performed in an automated work environment; may work in various departments under the Clerk’s Office and could require public contact; reviews and processes a wide variety of official records and/or legal documents in accordance with Florida Statutes and other pertinent legal authorities. May require work in the Clerk’s records warehouse depending on position assignment.

CORE COMPETENCIES

• Customer Commitment – Proactively seeks to understand the needs of our customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity – Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence – Takes ownership for excellence through one’s personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork – Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

JOB SPECIFIC COMPETENCIES

• Knowledge of general office policies, procedures, and practices.
• Knowledge of English grammar, punctuation, spelling, and arithmetic.
• Knowledge of court system, legal terminology, and organizational skills, as well as the ability to perform a variety of complex administrative duties.
• Ability to use various computer systems, software, and office equipment.
• Ability to exercise excellent communication skills, both orally and in writing.
• Ability to perform accurate computations and verification of data.
• Ability to establish and maintain effective working relations with government officials, other employees, and the public.
• Ability work with confidential and/or sensitive data and comply with legal advice restrictions for the Clerk’s Office.
• Ability to proof own work and the work of others.
• Ability to instruct new employees.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Performs a variety of tasks related to an automated office environment, which may include: auditing court files, maintaining docket records, performing data entry, processing and examining legal documents to ensure adherence to court procedures, creating memoranda and reports, converting paper documents to electronic format, destroying documents in accordance with retention guidelines, verifying case information, and recording case dispositions, court orders, and judgements.
• Attend VAB and zoning hearings for the purpose of maintaining the official record.
• Provide training and assistance and review the work of others for completeness and accuracy, as necessary.
• Performs cashiering duties.
• Provides assistance and information to the public, which may include responding to inquiries and performing searches of official records, court files, etc.

Note: the following duties are specific to this job title in the Records Center department:

• Operate forklift in Clerk’s records warehouse.
• Load and unload carts, files, and boxes into the Clerk’s delivery truck.
• Drive Clerk’s delivery truck to deliver and pickup large groups of files at Clerk locations.
• Follow strict rules and procedures when destroying documents that have met retention time frames and have received all required approvals.

Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical staff.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from high school or possession of a GED Certificate and two (2) years of clerical experience two (2) of which included the processing, examining, preparing or reviewing of any type of legal document.

IDEAL CANDIDATE

1) Outstanding customer service by attending to walk-in customers and answering telephones, giving accurate information and directing inquiries to the appropriate department or agency

2) Strong ethics, integrity, and accountability

3) excellent listening and oral communication skills by effectively communicating in an articulate/clear speaking voice with management, members of the public, attorneys, judges, and other professional agencies

4) Ability to work with other staff members toward a common goal

5) Ability to easily adapt to software programs and type efficiently with attention for details when entering names, addresses, and money amounts

6) Ability to multitask between various different and complex job duties

7) Ability to work independently

8) Act and dress professionally

9) Ability to meet daily production standards without sacrificing quality

10) Ability to view images to ensure legibility

11) Ability to sit for extended periods

12) Ability to handle high call volume while processing credit card transactions

13) Bilingual a plus

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

A passing score on a general clerical exam.

May require possession of a valid Florida Driver’s License.

PHYSICAL DEMANDS

The work is light and requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects; may also require climbing, crouching, grasping, handling, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, stooping, talking, visual acuity, and walking.

Positions located at the Record Center require exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force to move objects; may also require dexterity, handling, repetitive motion, and visual acuity and operating a motor vehicle and/or forklift.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.

Positions located at the Record Center require work that is performed in a warehouse environment with heavy equipment and machinery that could result in bodily harm to coworkers and others.

JOB CLASS

• Classified – An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation
  

Unclassified – At-will Employees who serve at the pleasure of the Clerk and do not have appeal rights should they be demoted, suspended, or terminated.

CAREER PATH

• Records Specialist I
• Records Specialist II
• Records Specialist III
• Records Specialist IV
• Supervisor
• Manager
• Director
• Senior Director
• Chief Deputy

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.