Official Records Specialist

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.

• 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

• Knowledge of general office policies, procedures and practices.
• Knowledge of English grammar, punctuation, spelling, and arithmetic.
• Knowledge of the recording 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 remain professional and calm when faced with difficult customers or situations.
• 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 to 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 use good judgment and make sound decisions based on office policies, procedures and practices.
• Ability to multi-task and be flexible in a fast paced environment.
• Ability to work in a team environment and individually when needed.
• Ability to plan, organize and supervise the work of others.
• Ability to instruct new employees.

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: performing data entry, processing and examining legal documents to familiarize oneself with official record document types, legal descriptions and party names/determination.

• Ability to enter recorded information into a computer index and meet daily average requirements.
• Be able to redact confidential information.
• Provide courteous and efficient service to all in person, email and phone customers; is approachable, helpful and personable; and answers questions knowledgeably and with patience.
• Performs cashiering duties.
• Performs clerical duties such as photocopying, sorting and processing mail.
• Provides assistance and information to the public, which may include responding to inquiries…