St Lucie County Fire District Hiring for Records Clerk Job at Port Saint Lucie, FL Full Time

GENERAL DESCRIPTION:

This employee works independently, with minimal supervision under Administrative direction, or its designee. Performs specialized clerical work involving the management of District records and record keeping. Interacts with the public and other departments and/or governmental agencies in the reproduction of District records. Assists in the design, implementation and administration of the District’s records management program. Performs a variety of duties in establishing, maintaining and protecting the custody and integrity of the District’s permanent records and documentation.

ESSENTIAL JOB FUNCTIONS: (Not all inclusive)

· Assists in the implementation and administration of a Records Management Program for the Fire District.

· Coordinates the process for preservation and storage of records, tracks record retention schedules; coordinates the records destruction/disposal process. Coordinates storage activities and monitors the storage of records to ensure accuracy.

· Responsible for preparation, index and scanning of Department documents into records management system, under approved guidelines, to ensure accuracy and retrieval of documents and maintains destruction schedules in compliance with District and legal requirements.

· Coordinates inspection schedules and data.

· Coordinates records retrieval, delivery, invoicing and return as requested.

· Assists the District by serving as the Laserfiche Program Administrator – the electronic Records Management and storage system for the Fire District.

· Trains other personnel in the use of Laserfiche.

· Complies with the records retention and storage requirements established by the State of Florida.

· Interacts and communicates with a variety of groups and individuals including elected officials, District department directors and administrative staff, members of the public, etc.

· Prepares and updates the records management policies and procedures manual for the Fire District.

· Trains and advises other departments on the proper retention and storage of records. Periodically reviews the records management practices of departments.

· Assists other departments establish a records management system and retention schedule.

· Provides information and assistance to all of the department heads on issues related to records management.

· Assists Department with filing of both confidential and non-confidential documents.

· Prepares and publishes legal notices and documents, proclamations, certifications and other documents as required.

· Ensure the Health Information Patient Privacy Act (HIPPA) compliance program for the District.

· Trains all personnel on the requirements of HIPPA.

· Researches and responds to Requests for Public Information in accordance with State Law and the internal Fire District policies and procedures.

· Assists outside agencies and public with requests for Fire and EMS reports, and personnel records.

· Assists law enforcement agencies in locating Fire District employees for subpoenas or depositions.

· Assists law firms and court reporting agencies schedule appointments for Fire District employees.

· Ensures District employees have pertinent supporting documents when scheduled for a deposition.

· May prepare agenda package for the monthly meeting and all special meetings of the Board of Commissioners for the St. Lucie County Fire District.

· May serve as the Recording Secretary for the Board.

· May prepares minutes of the above meetings. Minutes will be verbatim when requested.

· Composes correspondence.

· Operates personal computers, document imaging machines, calculators, fax machines and other standard office equipment.

· The Records Clerk position and the Accounts Payable Clerk position are back-ups for each other.

These essential job functions are not to be construed as a complete statement of all duties performed.

Employees will be required to perform other job related duties as necessary.)

ADDITIONAL RESPONSIBILITIES:

· Performs duties as directed to include cross-training with other administrative personnel within the District to serve as backup when necessary.

SUPERVISORY RESPONSIBILITIES:

None

MINIMUM QUALIFICATIONS:

· Familiarity with records and information management principles, administrative procedures and governmental record keeping requirements.

· Familiarity with State and Federal regulations as set forth by the Bureau of Archives and Records Management.

· Thorough understanding of the Florida Sunshine Law.

· Heavy data entry clerk and filing experience required.

· Familiarity with tax identification and legal descriptions, Florida Building Code, construction and real estate terminology preferred.

· Working knowledge of MS Excel, MS Word, MS PowerPoint and IBM Notes.

· Have prior experience with Laserfiche or possess the ability to learn the system.

· Excellent verbal and written skills to effectively communicate District records management responsibilities to all District employees as well as outside entities.

· Ability to prepare training materials related to records management and HIPPA compliance.

· Ability to prepare and conduct training and educational presentations for District employees

· Ability to establish and maintain effective working relationships with co-workers and personnel from other departments.

· Ability to interact with District stakeholders and elected officials.

· Have fundamental experience in Accounts Payable to perform Accounts Payable duties on an as-needed basis.

· Ability to prepare and conduct training and educational presentations for District employees.

· Ability to prepare and present professional presentations.

EDUCATION AND EXPERIENCE:

· High School Diploma (possession of a recognized equivalency diploma is acceptable) and a minimum of two (2) years of experience with an emphasis on records management. One (1) year experience in public government highly preferred. Training or education may supplement for the experience.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

· Must possess a valid State of Florida driver’s license.

· Must maintain a valid home telephone number.

· Not required, but preferred certification(s): FCRM

WORKING ENVIRONMENT/CONDITIONS:

· Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.

· Requires sedentary work that involves some walking, standing, bending, stooping and kneeling.

· May require moving or lifting up to 30 pounds.

· The job requires normal visual acuity (correction acceptable), field of vision, hearing (correction acceptable) and speaking.

· Ability to distinguish colors.

· May be called on to support Emergency Operations during times of natural disaster.

SLCFD is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status, handicap, genetic information or any other characteristic protected by law. Reasonable accommodations will be made for qualified individuals. We comply with the ADA and consider reasonable accommodations that may be necessary to eligible applicants/employees to perform essential functions. Hire may be subject to passing a medical examination.

Job Type: Full-time

Pay: $36,550.20 – $59,536.22 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location