St Johns County Sheriff's Office
Records Specialist I 08/02/2021
St Johns County Sheriff's Office, St. Augustine, Florida, United States
Primary Purpose
The Records Specialist is responsible for general clerical/office duties such as data entry, processing, and filing of a variety of documents including computerized records. Such documents include, but are not limited to, the following: reports, traffic citations, warning tickets, field contact cards, booking information, etc. This position is also responsible to receive cash for distribution of Agency records.
Education and Qualification Requirement
High School Diploma or Equivalency
Valid Florida Driver’s License
Type 25 WPM accurately
Basic knowledge of general office equipment
Highly computer literate
Knowledge of Microsoft Word, Excel, and Records Management System preferred
Duties
Review and conduct criminal backgrounds as requested
Retrieve photo imaging
Process runaway and missing persons reports
Receive, route, and disperse telephone calls/messages
Maintain confidential files
Time/date stamp appropriate documentation
Process fingerprint cards
Process and disseminate public record information upon request
Receive, sort, copy, enter data, distribute, and file various reports, traffic citations, and other documentation
Receive monies and provide receipts for services provided to the public
Maintain special records
Perform faulty equipment checks
Log dissemination of juvenile reports
Report to field offices
Assist employees in researching information as requested
Job Controls and Complexities
Report directly to supervisor
Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
Maintain confidentiality/security of files and information obtained in the course of employment
Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements
Provide assistance to citizens, visitors, employees and other public and private entities in an effort to meet their needs and build positive community relationships/resolve complaints/address conflicts
Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers
Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)
Contacts
SJSO Employees
General Public
Other Law Enforcement Entities
Grade Classification
Entry level work preforming routine tasks
Requires direct supervision
Work requires minimal skill and knowledge of business vocabulary and arithmetic
Does not require independent decision making
Physical Environment
Normal business hours apply; however, hours may vary and overtime may be necessary including nights, holidays, and weekends
Work in main office or in field offices and hands-on or personal close contact with the public when handling their paperwork and/or during fingerprinting and where exposure to elements and/or pathogens is foreseeable.
Regular attendance is required due to the workload associated with this position
Contact with public and SJSO personnel
Sit for long periods
See at normal range or with accommodations
Hear at normal level or with accommodations
Speak understandably
Manual dexterity
Ambulate independently
Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs.
Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 50 lbs.
Important Information
Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.
The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential.
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public.
This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.
See SJSO Policy for additional information on agency expectations and Senior Status requirements
The Records Specialist is responsible for general clerical/office duties such as data entry, processing, and filing of a variety of documents including computerized records. Such documents include, but are not limited to, the following: reports, traffic citations, warning tickets, field contact cards, booking information, etc. This position is also responsible to receive cash for distribution of Agency records.
Education and Qualification Requirement
High School Diploma or Equivalency
Valid Florida Driver’s License
Type 25 WPM accurately
Basic knowledge of general office equipment
Highly computer literate
Knowledge of Microsoft Word, Excel, and Records Management System preferred
Duties
Review and conduct criminal backgrounds as requested
Retrieve photo imaging
Process runaway and missing persons reports
Receive, route, and disperse telephone calls/messages
Maintain confidential files
Time/date stamp appropriate documentation
Process fingerprint cards
Process and disseminate public record information upon request
Receive, sort, copy, enter data, distribute, and file various reports, traffic citations, and other documentation
Receive monies and provide receipts for services provided to the public
Maintain special records
Perform faulty equipment checks
Log dissemination of juvenile reports
Report to field offices
Assist employees in researching information as requested
Job Controls and Complexities
Report directly to supervisor
Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
Maintain confidentiality/security of files and information obtained in the course of employment
Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements
Provide assistance to citizens, visitors, employees and other public and private entities in an effort to meet their needs and build positive community relationships/resolve complaints/address conflicts
Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers
Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)
Contacts
SJSO Employees
General Public
Other Law Enforcement Entities
Grade Classification
Entry level work preforming routine tasks
Requires direct supervision
Work requires minimal skill and knowledge of business vocabulary and arithmetic
Does not require independent decision making
Physical Environment
Normal business hours apply; however, hours may vary and overtime may be necessary including nights, holidays, and weekends
Work in main office or in field offices and hands-on or personal close contact with the public when handling their paperwork and/or during fingerprinting and where exposure to elements and/or pathogens is foreseeable.
Regular attendance is required due to the workload associated with this position
Contact with public and SJSO personnel
Sit for long periods
See at normal range or with accommodations
Hear at normal level or with accommodations
Speak understandably
Manual dexterity
Ambulate independently
Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs.
Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 50 lbs.
Important Information
Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.
The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential.
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public.
This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.
See SJSO Policy for additional information on agency expectations and Senior Status requirements