RECORDS SPECIALIST

Job Title

Records Specialist

Job Description

The purpose of this position is to provide clerical support to the department by maintaining, organizing, processing, and safeguarding physical and electronic records in accordance with organizational policies, retention schedules, and applicable laws or regulations. The Records Specialist will ensure the accuracy, accessibility, confidentiality, and integrity of records while providing administrative and customer service support to staff and citizens.

Examples of Duties

• Receives, reviews, prepares and/or processes department documents; verifies, completes, and/or codes required information; enters information into department databases; updates database information; verifies accuracy and completeness of entered data; creates new files and purges old data as appropriate; and maintains copies in department files.
• Public Safety Records Specialists may utilizes Georgia Crime Information Center and National Crime Information Center terminals; conduct background and criminal history checks; enter information regarding tags, driver's licenses, warrants, missing persons, and stolen property; and obtain, retrieve, and relay information to police officers, detectives, other law enforcement, or other staff as requested.
• Performs general customer service functions; answers telephones; greets customers and visitors; provides assistance, requested documents, and information regarding department services and procedures; refers callers to other staff members as appropriate; and takes and forwards messages.
• Processes requests for records and reports; receives requests from the general public and other County personnel; retrieves requested documents; determines confidentiality of requested document and report; verifies identities and assures authority of individuals to receive confidential information; establishes quantity of information requester is authorized to receive; forwards and/or mails accordingly; and ensures reports are provided in a timely manner.
• Processes payments for documents; accepts payments and records receipt of same; balances cash drawer; and maintains related documentation.
• Ensures all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.
• Performs other clerical tasks such as processing incoming and outgoing mail, making copies, sorting, collating, distributing, and/or shredding various reports and documents.
• Processes a variety of other documentation associated with department/division operations, within designated timeframes, and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, other County employees, law enforcement, attorneys, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience:

Requires a High School diploma or equivalent, and one (1) year of related experience in clerical and general office work or a related field, or equivalent combination of education and experience.

Licenses or Certifications:

Must possess and maintain a valid Georgia driver's license. Must possess and maintain a Georgia Crime Information Center (GCIC) Terminal Operator certification.

Special Requirements:

None.

Knowledge, Skill, Abilities / Supplemental Information

Knowledge, Skills, and Abilities:

• Knowledge of local government operations, law enforcement and archival related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

Physical Demands:

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

Work Environment:

Work is performed in a relatively safe, and secure work environment.