Records Clerk - Official Records

General Description

Under general supervision perform clerical work requiring application of various work methods, procedures, policies, practices and departmental functions related to the processing of documents and files.  Career Progression is available from Levels I through IV. For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.

Examples of Duties (Essential Functions)

Records Clerk I

May include any of the following:

• Assists with the preparation of weekly calendars with multiple Court Orders or Judgments, record searches, and procurement of evidence for court hearings.
• Provides customer assistance to individuals requesting non-technical information.
• Receives documents for filing; verifies, classifies, sorts, and processes according to departmental policies and procedures.
• Performs cashiering functions as needed.
• Provides courteous and professional customer service.
• Generates correspondence, notices, and reports according to established policies and practices of assigned area.

Records Clerk II

In addition to the tasks of a Records Clerk I:

• Conducts research of records/files for information, redacting, retentions, or destruction related to assigned area.
• Scans/images and indexes documents according to departmental procedures.
• Prepares meeting agendas or packets of related information.
• Attends meetings and take minutes. Some meetings will require an adjustment to normal work hours to attend early morning or evening meetings.
• Travel between New Port Richey and Dade City is required as needed.

Records Clerk III

In addition to the tasks of a Records Clerk II:

• Prepares pay off statements, check requests and satisfaction of judgments.
• Process unclaimed funds and Court registry.
• Prepare for, attend court, and complete post-court paperwork, including service packets to all applicable parties, and process evidence.
• Process contempt orders, writs of bodily attachment, and arrest orders.
• Process mass dismissals and delinquent cases.
• Demonstrates seamless customer service in person and over the phone in a professional and courteous manner.
• Participates in the development of business procedures.

Records Clerk IV

In addition to the tasks of a Records Clerk III:

• Provides training to teammates.
• Process quality assurance reports.
• Performs a variety of office and Court support work such as: correspondence, forms and other documents.
• Assists with documentation of activities or projects requested by other departments.
• Conducts routine verification to ensure integrity of records.
• Disseminates and file reports and other documents, establish and update files, and conduct thorough verification of records in accordance with Florida State Statutes.

Typical Qualifications and Minimum Qualifications

In compliance with federal  law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment  eligibility verification form upon hire. 

A valid Florida Driver's License may be required for some positions.

Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year.  Preference is given to candidates with experience in a government entity performing similar functions.

For new hire initial placement, this position is historically filled at a Level I. In some cases, an applicant's knowledge, skills, abilities, and education may qualify him/her for consideration to start at a higher level at the discretion of the Clerk & Comptroller. Active teammates in this position have the opportunity to progress to higher levels.

Level I 

 

• This position requires a high school diploma or possession of an accredited equivalency diploma.

Level II 

 

• This position requires two (2) years of direct clerical experience.

Level III 

 

• This position requires four (4) years of direct clerical experience.

Level IV 

 

• This position requires five (5) years of direct clerical experience. Position is only available for promotion.

A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:

(a) Two years of direct experience can be substituted with an associate degree; 
(b) Four years of direct experience can be substituted with a bachelor’s degree;
(c) Six years of direct experience can be substituted with a master’s degree; 
(d) Seven years of direct experience can be substituted with a professional degree; or 
(e) Nine years of direct experience can be substituted with a doctoral degree.

Supplemental Information and Knowledge, Skills and Abilities

Live and advocate our commitment to the Organization's vision, mission, and values.

Must have knowledge of office procedures, business English, spelling and arithmetic.

Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey.  Travel may be required.  A valid driver's license is required to operate a Clerk vehicle.

 

Ability to learn laws, rules and regulations as they relate to area of assigned responsibility. Ability to learn legal terminology, definitions and numerous codes and abbreviations.

Ability to carry out complex oral and written instructions with speed and accuracy. Ability to work with details and perform mathematical calculations. Accuracy is required in the compilation of fees and codes for cash register transactions.

Ability to use various equipment  and programs which may include any of the following: personal computer (PC), Microsoft Office applications, calculator, cash register, plat copy machine, microfilm reader/printer, microfiche, photocopier, FAX transmitting machine, and scanner.

Ability to establish and maintain an effective working relationship with co-workers, general public, title companies, businesses, governmental agencies and attorneys, judges, and passport agency employees.

Ability to work with confidential and/or sensitive data, interpret and comply with state and federal guidelines as well as legal advice restrictions for the Clerk & Comptroller's office.

Ability to meet the public and effectively address their needs in a courteous, tactful, professional manner. Possess the ability to cope with customers in impromptu situations.

Ability to sit or stand for extended periods of time, while concentrating on repetitious or complex tasks. Ability to work within time constraints and workload surges. Ability to work in a fast paced environment with frequent interruptions while maintaining speed and accuracy.

Position and duty location may vary between East and West side of the County based on workload.

Current employees may receive preference.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise to balance the workload.

ADA STATEMENT:

A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.