Records Clerk

This is a full-time civilian position requiring above average clerical skills, to include typing, data retrieval, and filing. This position is responsible for the fulfillment of public records requests, fingerprinting services, and local criminal history checks, as well as assisting the public, agency personnel, and other entities in various capacities. Required to process arrest paperwork, DUI packets, traffic citations, warnings, and infractions.

Will be expected to maintain the main lobby as a receptionist and use a multi-line phone system as a switchboard operator. Excellent time management skills and effective communication are required.

• A. Abide by the “Law Enforcement Code of Ethics.”
• B. Learn and understand Florida Public Records Law governed by Fla. Stat. §§ Ch.119.
• C. Manage incoming public records requests received by the Central Records Division.
• D. Compile, track, review, redact, and furnish public records in accordance with state law.
• E. Identify confidential and exempt information. Provide requestors with a statutory exemption for every redaction.
• F. Frequently correspond with parties seeking public records.
• G. Prepare written cost estimates in connection with public records requests, where applicable.
• H. Assist the public with information.
• I. Maintain the Main Operations lobby as a front desk receptionist. Utilize computer software to log citizens and ascertain the reason for their visit; direct them to, or contact, appropriate departments.
• J. Provide visitors with basic information, instructions, and/or directions. Direct them to the Telephone Response Officer when in need of a law enforcement officer.
• K. Maintain, provide, and track visitor badges supplied to guests; comply with CJIS security policy requirements established by the FBI.
• L. Be attentive to situations in that lobby that inhibit effective agency operations. Notify appropriate personnel in the event of an issue.
• M. Operate the switchboard by answering all incoming calls to the main line of the agency; direct callers to appropriate departments. Includes researching and providing basic information as required or asked of citizens.
• N. Perform local law enforcement checks.
• O. Provide fingerprinting services for individuals.
• P. Prepare/process copies of incident reports, arrest affidavits, probable cause documents, citations, warnings, DUI packets, vehicle tow logs, written statements, notices to appear, W.I.L.A. forms, and domestic violence paperwork.
• Q. Coordinate with, and provide documents to, other agency personnel and outside entities.
• R. Retrieve arrest affidavits from the Marion County Jail, daily. Review affidavits and distribute arrest reports to the State Attorney’s Office.
• S. Process, enter, and file all Uniform Traffic Citations, traffic warnings, and trespass warnings. Process and file DUI paperwork, civil infractions, and requests to prevent disclosure forms.
• T. Use POS system for payments, inventory, and management. Administer refunds when necessary.
• U. Reconcile cash drawer; submit itemized daily sales and funds received to the Fiscal division.
• V. File and retrieve criminal reports and other information from records and warehouse files.
• W. Receive, open, and distribute incoming mail. Process outgoing mail.
• X. Become proficient in researching records through agency-maintained databases and criminal justice investigative tools. Maintain knowledge of information contained within the Records Management System (RMS).
• Y. Generate letters, memorandums, and other correspondences as required.
• Z. May be subpoenaed to testify in criminal, civil, or administrative proceedings.
• AA. Attend job-related courses, seminars, or conferences to improve technical or professional skills.
• BB. Perform other related duties, as…