Records Clerk I Civil Family

General Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate 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. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job 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 according to four levels of increasing responsibility, complexity, and pay grades. The Records Clerk positions may be part of the Task-Based or Points-Based Career Progression Plans. For new hire initial placement, this position is historically filled at a Level I. 

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

SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

 

• Knowledge of office procedures, business English, spelling, and arithmetic.
• Knowledge of the principles and processes for effective, professional customer service.
• Computer skills for word processing, spreadsheet, database, and accounting software.
• 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 use various equipment and programs which may include any of the following: personal computer, Microsoft Office applications, calculator, cash register, plat copy machine, microfilm reader/printer, microfiche, photocopier, FAX transmitting machine, and scanner.
• 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 and cope with customers in impromptu situations.
• Ability to work in a fast-paced environment with frequent interruptions while maintaining speed and accuracy.
• Ability to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, and Clerk & Comptroller's teammates.
• Ability to live and advocate commitment to the Organization's vision, mission, and values.
• Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources.
• Ability to report to work on time and to perform the duties of the position for an entire workday.

PHYSICAL AND COGNITIVE DEMANDS

The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.  

Additionally, the following physical and cognitive abilities are required: 

 

• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.

WORK ENVIRONMENT

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 for meetings or training opportunities.