Administrative Records Specialist

CODE ENFORCEMENT DIVISION – ADMINISTRATIVE RECORDS SPECIALIST

PG 12 – $21.32 HR./$44,345.60 ANNUALLY

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental, and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

Performs clerical and customer service duties related to the receipt and processing of public records requests and service inquiries submitted through the Code Enforcement administrative email account. Provides paraprofessional administrative support to Code Enforcement management, including conducting research, preparing reports, managing information requests, and responding to customer inquiries. Responsible for a variety of tasks involving data gathering, public records management, and high-level administrative functions.

• Assists with processing the division's public records requests in compliance with applicable laws and internal procedures.
• Provides customer service and clerical support for the Code Enforcement Division in accordance with established procedures, including managing the division's administrative email account and interacting with the public in person, by phone, and via email and providing necessary follow‑up when needed.
• Provides front desk support as needed by greeting visitors, answering and directing calls using a multi‑line telephone system, offering general information, documenting complaints, and initiating case files.
• Generates cases from telephone and online complaints; documents relevant details in the case file comments within the Accela system.
• Performs varied clerical duties including other record keeping, use of personal computers, copy machines and other general office equipment. Files documents electronically and manually, and updates/maintains various forms as requested.
• Compiles and organizes data for division reports to support tracking, analysis, and decision‑making.
• Manages record deletions in Accela in accordance with division policies and Florida Public Record Laws.
• Performs multiple tasks simultaneously and accurately, such as listening, communicating, and data entry.
• Maintains paper and electronic records to ensure they are attached to the appropriate case record.
• Responds to public records requests by researching and retrieving hard copy and electronic documents. Provides follow‑up information to customer and staff inquiries, schedules and coordinates with customers for review of records.
• Uses databases, web‑based applications, document control and imaging software for file storage and retrieval of project documents and records.
• Types and utilizes word processing, spreadsheet and online software.
• Performs all essential imaging duties, which include system and equipment operations using a variety of software programs and electronic imaging equipment.
• Works with records management and other staff as required to perform records management duties.
• Reviews and assesses existing system functionalities to make recommendations on workflows, procedures, policies, and equipment (i.e., scanners, file management accessories, etc.) to ensure most effective use of the division’s resources for internal and external customers.
• Maintains and enhances a working knowledge of required records management systems, filing methods, data access methods, and operations requirements.
• Researches and retrieves documents and files from the county's records section in electronic, film or paper media.
• Facilitates records indexing and retrieval using a personal computer.
• Prepares files for electronic imaging including removing staples and fasteners, inserting target sheets and preparing files for microfilming.
• Ensures compliance with relevant legislation and regulations; standardizes information sources.
• Performs extensive data entry.
• Provides support to other specialty areas within the Code Enforcement Division as needed,…