Records Technician - Clerk's Office - City of Largo, FL : Job Details

Please note that applications must be completed and submitted by 11:59 pm ET on the day prior to the close date listed on the job posting.

Mission: Provide Superior Services that Inspire Community Pride

Vision: To be the Community of Choice in Tampa Bay

Values: Integrity, Collaboration, Passion, Creativity

Largo's commitment to a High Performance Organization (HPO) model builds a flexible and resilient organization that intentionally builds leadership capacity at all levels of the organization.

CITY OF LARGO ... Naturally A Great Place to Work!

Closing:

11/16/2024

Salary:

$19.23 hourly rate

Job Summary:

The City of Largo is hiring a Records Technician to support the Clerk's Office. This position would include tasks like document preparation, data entry, managing schedules, handling inquiries, and maintaining records. This role requires independent judgment, attention to detail, and excellent organizational skills. You will report to the department manager or supervisor and may assist with meetings, correspondence, and special projects. Shift assignments may vary based on department needs.

Ideal Candidate would have a High school diploma or equivalent; 2-3 years of clerical/administrative experience, Strong communication and organizational skills including proficiency in Microsoft Office and the ability to learn new software. This position also will require the ability to work independently and manage multiple tasks.

Starting Salary for this position is 19.23/hr.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

All employees share components of leadership, management, technical, and team skills to assist in making the City of Largo the community of choice in Tampa Bay.

Leadership

* Demonstrates an understanding and reflection of the City's mission, vision, and values and a commitment to achieve organizational goals aligned with the City's strategic plan

* Champions a high performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives

* Articulates strategic and innovative thinking and provides clarity to deliver superior services

* Approaches the job with enthusiasm and curiosity to promote a solutions-oriented work culture

Management

* Effectively manages assignments and priorities to ensure the fulfillment of projects, tasks, and responsibilities

* Follows suggested procedures to assure the highest standards of risk management, employee safety and risk avoidance

* Monitors supply inventory and enters requisitions for supplies when needed; responsible for cash drawer for receipt of monies for various services; responsible for tracking time spent, billing of time, creating accurate invoices, tracking payment, and dissemination of records

Technical - Police Department

* Extensive data entry and retrieval activities using the RMS (Records Management System) including candidate naming, assisting in special projects, entering bicycle registrations, geo-verify addresses, importing arrests, maintaining DUI packets, maintaining Purged Warrants List, maintaining Quartermaster module for officer equipment, and updating the Incident module

* Scans all Police Department documents to include Property and Evidence items and Police Certifications to the Employee File; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule

* Receives and answers public records requests from citizens, insurance companies, law enforcement agencies, attorneys, and criminal justice personnel and manages activity log; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law

* Responds to requests from State Attorney's Office for information such as witness affidavits and Office Oath forms

* Performs various tasks which provide for customer service at the front counter such as fingerprinting and background checks, acting as a Notary Public for citizens, answering incoming calls and addressing questions regarding department functions, forwarding callers to appropriate contacts, or taking information for appropriate contact to research a response and return the call

* Maintains and updates the CryWolf system for alarm activation within the City; prepares notices of false alarms and processes alarm citation payments; registers alarm users and issues permits; renews alarm permits annually

* Performs various tasks which provide assistance to the department/officers including accepting, logging and distributing subpoenas, accepting court orders for Seal/Expunge Records, maintaining Court Dates, maintaining Officer Invests to verify overtime, maintaining Reports Due list, maintaining Vehicle Impound Log, disposing of confiscated Driver's Licenses and License Plates, voiding handicap parking citations, and opening, sorting, and delivering mail

* Creates monthly Training Rosters; trains new employees through the use of SOP (Standard Operating Procedures) and training checklists

* Electronically submits traffic citations to the Pinellas County Clerk's office and traffic crash reports to the State of Florida

Technical - City Clerk's Office

* Extensive records scanning and retrieval activities as well as creating and maintaining some physical records

* Scans all City Clerk's Office documents to include contracts, City Commission packets, etc.; prepares records and files for Microfilming or Archive Storage; organizes and maintains paperwork and ensures it is destroyed properly according to the State Schedule

* Receives and answers public records requests; verifies redactions, records, and correspondence for completeness and accuracy according to Public Records Law

* Performs various tasks which provide for customer service at the City Hall front desk such as acting as a Notary Public for citizens, answering incoming calls and addressing questions, forwarding callers to appropriate contacts, and directing visitors

* Administration of cemetery sales and maintenance of cemetery files

* Prepares purchase requisitions and processes invoices for payment

* Prepares documents for recording at the Pinellas County Courthouse

Team Skills

* Supports honest and transparent decision-making

* Collaborates with all team members in a way that builds upon ideas and takes personal accountability and ownership of projects, roles, and assignments

* Openly exhibits a positive attitude, in word and action, and encourages others to do the same

Performs related work as required.

EMERGENCY RESPONSE STATUS: As a condition of employment, City of Largo employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

MINIMUM QUALIFICATIONS

Education and Experience:

* High school diploma or General Education Diploma (GED) is required

* At least two (2) years office clerical experience is required with proficiency in typing, word processing, database, spreadsheets, internet and email depending upon the needs of the assigned department

* Valid Florida Driver's License or ability to obtain one within 30 days of hire

Knowledge, Skills, and Abilities:

* Knowledge of

* records management procedures and dissemination of public and private information

* legal aspects and confidentiality of records

* business English, Spelling, and Math

* state statutes, laws, and ordinances as it pertains to public records, archives, and destruction of public records

* methods and procedures for handling cash and maintaining records of monies received

* office practices and procedures, including the efficient operation of a computer and other assigned office equipment in a records environment

* time management, organizational, and problem solving skills

* principles and processes for providing customer services; includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

* Ability to

* establish and maintain effective working relationships with team members, representatives of business and governmental organizations, and the general public

* adapt to changing technology and work flow requirements to meet customer service demands, including volume and types of requests

* complete office/clerical duties accurately while meeting deadlines with many interruptions

* work independently and carry out assignments to completion with minimal instruction

* multi-task and prioritize work assignments with strong attention to detail

* learn the operation of computerized record keeping systems and applications, prepare reports, and perform varied clerical duties

* operate equipment and instruments utilized in meeting job requirements and operational responsibilities

* communicate clearly and concisely, both orally and in writing

* continue learning and staying up to date on Florida's Sunshine Law and open governmental laws through seminars, webinars, events, and reading materials

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

Work Environment: 100% inside a climate controlled building.

Physical Requirements: The essential functions of the job require: sitting approximately six (6) hours per day, standing approximately one (1) hour per day, and walking approximately one (1) hour per day. The job also requires frequent: fine manipulations and repetitive motion, with occasional: bending/stooping and reaching. On rare occasions the work requires: climbing, grasping, kneeling, and lifting/carrying objects weighing up to 15 pounds.

Sensory Requirements: Hearing: Ability to understand what others are saying in normal conversation and on the telephone. Speaking: Ability to communicate orally with others and speak effectively on the telephone. Seeing: Ability to see and read computer monitor screens and read normal and fine print.

Driving Requirements: Requires occasional driving and possession of a valid Florida Driver's License.

Technology: Advanced proficiency with computer hardware and software programs including word, spreadsheet and/or database applications, internet applications, and database management.

IMPORTANT INFORMATION:

Yes - DRUG TESTING (Safety Sensitive)

No - CHILDCARE FINGERPRINTING

Yes - CREDIT CHECK

Yes - FDLE AND CJSTC SECURITY CLEARANCE: As mandated by the FDLE, CJSTC and the Largo Police Department, this position may be subject to additional security clearances due to access to the police department facility or police department's electronic data.