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Title

Records and Information Specialist - 2022 
Category Administrative Services  
Description

GENERAL DESCRIPTION:

Advanced and specialized clerical work that is performed in accordance with prescribed and established procedures. Responsible for the dissemination of Public Records, Public Information, Code Enforcement, and managing the content of designated websites. Responsible for extensive remediation of documents for accessibility compliance. Work is performed with a minimum of supervision.

 

ESSENTIAL JOB FUNCTIONS:

  1. Performs specialized technical, clerical, and record-keeping work. Responds to requests for public records and public information. Seeks scope clarification from requestors as needed.
  2. Provides information to customer groups in person, by telephone, or by e-mail, applying knowledge of the county's rules, regulations, and procedures.
  3. Types correspondence, memoranda, reports, records, orders, and other office documents from rough drafts, notes, and oral instructions, in rough draft and a finished copy.
  4. Sorts, grades, verifies, files, and pulls from files, materials, and documents such as correspondence, reports, purchase orders, case records, statistical records, cards, other records according to number, name, alphabet, invoices, and group code and other prescribed procedures.
  5. Serves as website administrator in maintaining various web pages to ensure content is current and ADA accessible. Updates designated website content as needed.
  6. Prepares and coordinates travel arrangements for all County departments.
  7. Maintains files such as electronic files, record files, folder files, and control files with coding systems, and otherwise spatially organizes raw data. Maintains accurate administrative records and provides status reports, as required.
  8. Assists with QA/QC and development of the agenda processes.
  9. Inputs various data into a computer and software systems supporting the assigned unit. Accesses, inputs, researches, and retrieves information from websites, databases, and reports.
  10. Collaborates with county staff to ensure continual alignment of the development, maintenance, accessibility, use, retention, and disposition of information assets.
  11. Create and maintain all files for code enforcement complaints. Input data into computer for tracking purposes. Processes complaints for inspection, Code Enforcement, Special Master Hearing, and foreclosures as necessary. Works closely with inspectors in daily operations of code compliance activities.
  12. Assists the Records Management Liaison Officer in the management of records retention and dispensation.
  13. As assigned serves as secretary to the Code Enforcement Special Master, creating agendas, taking minutes of the meeting, and other duties as needed.
  14. Processes invoices and other documents for management approval.
  15. In case of an emergency or crisis situation (hurricane, flood, etc.), the position must respond/perform recovery duties assigned by the immediate supervisor.
  16. Employees hired on or after February 1, 2016, must be a tobacco-free person, both on and off the job, for at least one (1) year immediately preceding application and maintain the same tobacco-free status throughout the term of employment.
  17. Face tattoos (from ear to ear and hairline of the forehead to the bottom of the chin) are prohibited.
  18. Maintains regular physical attendance during normal work hours as assigned at one of the county's office offices or work facilities with the ability to work evenings, nights, weekends, and holidays as required.

 

[These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.]

 
Position Requirements

MINIMUM QUALIFICATIONS:

 

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of the rules, regulations, and procedures concerning public records and public information.
  • Knowledge of grammar, punctuation, and spelling.
  • Knowledge of local, state, and federal regulations, rules, and standards related to public records and public information.
  • Knowledge of office practices and procedures.
  • Skill in records research techniques.
  • Ability to communicate clearly and concisely orally and in writing.
  • Ability to access, input, and retrieve information from a computer.

 

EDUCATION AND EXPERIENCE:

  • Graduation from an accredited high school or possession of an acceptable equivalency diploma.
  • Graduation from an accredited college or university with an Associate's Degree is preferred.
  • Five (5) years of general clerical experience.

 

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

  • Valid Florida Driver's License and a driving record acceptable to the insurance provider.
  • Notary Public within ninety (90) days of employment.
  • Must possess or obtain the required National Incident Management System (NIMS) certifications within six (6) months of employment.
  • Certified Records Analyst (CRA) preferred.

 

ESSENTIAL PHYSICAL SKILLS:

  • Acceptable vision (with or without correction)
  • Acceptable hearing (with or without correction)
  • Ability to access, input, and retrieve information from a word processor or a computer.
  • Ability to access file cabinets for filing and retrieval of data.
  • Ability to sit at a desk and view a display screen for extended periods.
  • Ability to answer the telephone and provide information to the public.

 

VACCINATIONS:

May be required to have any of the following vaccinations depending on the Division assigned:

  • Hepatitis A within sixty (60) days of employment
  • Hepatitis B within sixty (60) days of employment
  • Pre-exposure Rabies within sixty (60) days of employment
  • Tetanus within sixty (60) days of employment

 

ENVIRONMENTAL CONDITIONS:

  • Inside in an office environment.

 

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

FLSA Non-Exempt Status

Revised 01/01/2022

 
Full-Time/Part-Time Full-Time  
Salary Range $14.05 - $20.08 Commensurate with licenses and experience. Benefits Package.  
Closing Date May 30, 2022  
Position Records and Information Specialist - 2022  
Division Administrative Services  
Exempt/Non-Exempt Non-Exempt  
Open Date 5/20/2022  
Location Administrative Services  
Flyer None Specified 

This position is currently not accepting applications.

To search for an open position, please go to http://SumterCounty.appone.com


 


 
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