Records Clerk

Hernando County Sheriff's Office; Brooksville (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

Hernando County Sheriff's Office seeks a Records Clerk in the Administrative Bureau to support public records requests, perform varied clerical tasks, and ensure accurate data handling under the Records Supervisor. Work hours are Monday through Friday, 8:00 a.m.

to 5:00 p.m., with an unpaid lunch hour. The role requires knowledge of Florida public records laws, confidentiality, and the ability to operate standard office equipment while inputting and retrieving information from TRACS, DAVID, and

Qualifications

• High school diploma or GED.
• At least two years of progressive responsible clerical experience preferred.
• Any equivalent combination of training, education, and experience that provides required knowledge, skills, and abilities.

Responsibilities

• Knowledge of the records management system (ACISS) and CAD system.
• Perform redactions for public records releases using Adobe software as directed by staff attorney.
• Respond to requests electronically, by phone, and at the lobby window.
• Perform clerical duties such as typing, filing, and answering calls.
• Provide information to other bureaus and the public on rules and procedures.
• Maintain records, files, and reports and make adjustments as needed.
• Ensure conformity with agency regulations for records and reports.
• Transmit citations to Clerk of Courts or Special Master for processing.
• Cover front desk and relieve the receptionist as needed.

Skills

Confidentiality laws

Public records laws (FL)

Business English

Spelling and arithmetic

Independent work

Office equipment operation

Typing 35 wpm

Document scanning to case reports

Input/retrieve: TRACS, DAVID, E-Agent

Effective communication

Education

High school diploma or GED

Tools

TRACS

DAVID

E-Agent

Job description

HERNANDO COUNTY SHERIFF’S OFFICE AL NIENHUIS, SHERIFF

JOB TITLE: RECORDS CLERK

BUREAU: ADMINISTRATIVE BUREAU

SUPERVISED BY: RECORDS SUPERVISOR

PAY GRADE: 10N

FLSA STATUS: NON – EXEMPT

REVISED: 10/17/2024

CHARACTERISTICS OF THE CLASS

Under the general supervision of the Records Supervisor, performs varied, complex clerical work. Employee must possess a thorough working knowledge of the policies and procedures of the agency, and is expected to exercise independent judgment in the validation process. Employee is also expected to process incoming records requests from the public and other organizations. Employee in this classification is required to work Monday through Friday 8:00 a.m. to 5:00 p.m. with one unpaid hour for lunch. Performs other work as requested.

[NOTE]: These examples are intended only as illustrations of the various types of work performance. 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.

ESSENTIAL JOB FUNCTIONS

• Knowledge of the records management system (ACISS) and computer-aided dispatch (CAD) system. The ability to accurately and efficiently input and retrieve information.
• Perform necessary redactions for release of records to the public using Adobe Software through the staff attorney’s interpretation of public records laws as applicable to police reports.
• Respond to request from the public electronically, on demand via telephone, and at the lobby window.
• Perform clerical duties such as typing, filing, answering the telephone, etc.
• Provide information to other bureaus, divisions, sections and the public regarding rules and regulations and procedures applicable to the unit.
• Maintain records, files, reports and other written and statistical data pertinent to the assignment; make adjusting entries based upon said records and information.
• Determine conformity with agency regulations and procedures for such items as statistical records, case reports, etc.
• Transmit citations to the Clerk of Courts or Special Master for processing.
• Perform the necessary functions related to the front desk and relieve the receptionist as needed for coverage.

QUALIFICATIONS

A. Training and Experience

• High school diploma or GED.
• At least two years of progressive responsible clerical experience preferred.
• Any equivalent combination of training, education, and experience that provides required knowledge, skills, and abilities.

B. Knowledge, Skills, and Abilities

• Knowledge of best practices related to confidentiality laws and Florida public record laws in accordance with state statutes.
• Knowledge of business English, spelling and arithmetic.
• Skill in developing and maintaining an effective working environment.
• Ability to work independently and meet schedules and deadlines of the work.
• Ability to operate standard modern office equipment.
• Ability to type a minimum of 35 words per minute.
• Ability to scan pertinent documents to case reports for agency access.
• Ability to input and retrieve information from interoffice programs such as TRACS, DAVID, and E-Agent.
• Ability to communicate effectively, both orally and in writing.