Central Records Clerk I

Marion County Sheriff; Ocala (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

Marion County Sheriff's Office is seeking a full-time civilian Records Clerk to handle public records requests, fingerprinting, and background checks while greeting visitors in the lobby. The role requires strong clerical skills and the ability to manage a busy switchboard and data-entry tasks efficiently.

Responsibilities include processing arrest and DUI paperwork, maintaining confidentiality, and providing information to the public and agency staff.

Qualifications

• High school diploma or GED required.
• Typing capability of 35 words per minute.
• Ability to work independently with minimal supervision.
• Follow instructions and organize own work.
• Strong grammar, spelling and punctuation.

Responsibilities

• Process public records requests in the Central Records Division.
• Provide fingerprinting services.
• Conduct local criminal history checks.
• Assist the public, agency personnel, and other entities.
• Maintain the Main Operations lobby and operate a multi-line switchboard.
• Process arrest paperwork, DUI packets, traffic citations, warnings and infractions.
• Use POS system for payments and reconcile cash.
• Maintain confidentiality of sensitive information.

Skills

Typing 35 wpm

Data retrieval

Filing

Receptionist duties

Switchboard operator

Time management

Communication

Education

High school diploma or GED

Tools

POS system

RMS (Records Management System)

Job description

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.

Duties:

• 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 assigned, including modified schedule or temporary reassignment during declared emergencies or activations, as determined by the Sheriff.

JOB PREREQUISITES:

• A. High school diploma or GED
• B. Valid Florida driver’s license
• C. Ability to accurately type a minimum of 35 words per minute
• D. Ability to work independently with minimal supervision
• E. Ability to follow instructions and organize own work
• F. Ability to prioritize and work on various tasks simultaneously, with efficiency
• G. Proficiency in grammar, spelling, and punctuation

JOB REQUIREMENTS:

• A. Perform general office duties
• B. Maintain a working knowledge of all inter-agency divisions and their functions
• C. Communicate effectively with agency personnel, other outside entities, and the public
• D. Maintain confidentiality of highly sensitive criminal justice information
• E. Maintain sufficient knowledge of basic criminal and civil laws to perform required duties

WORKING CONDITIONS:

• Normal office environment with standard office hours. May experience frequent interruptions.
• Portion of time is spent on data entry and retrieval from computer.
• Requires close contact with the public to perform fingerprinting services.
• Subject to verbal abuse, irate and/or highly emotional citizens.
• May be required to work overtime in the event of an emergency or during severe weather.
• May occasionally be required to work outdoors or in warehouse conditions, which can require bending, stopping, and/or climbing on a ladder.

ADA:

Physical and dexterity requirements:

Requires work that involves walking, standing, bending, and squatting. Exerting up to twenty (20) pounds of force on recurring basis. Ability to lift, carry, push, or pull items up to ten (10) pounds. Ability to sit at a desk and view a display screen for extended periods of time. Ambulate independently. Manual dexterity.

ENVIRONMENTAL HAZARDS:

This job risks exposure to office related dust, fumes, and odors.

SENSORY REQUIREMENTS:

This job requires normal visual acuity and field of vision, hearing and speaking.

Equal Opportunity Statement and Veterans Preference

The Office of the Sheriff is an Equal Opportunity Employer. ADA requires the Office of the Sheriff to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. Nothing in this job description prevents management from assigning different or additional duties or modifying the job description at any time.

VETERANS' PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for career Service vacancies and are encouraged to apply. Candidates claiming Veterans Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.