Senior Official Records Specialist-590

JOB SUMMARY

Responsible for performing a variety of specialized clerical duties related to the storage, maintenance, and destruction of administrative, legal, and court records. Performs specialized complex work, which may require, depending on the area of assignment, data entry, processing, research, and filing of a variety of legal documents performed in an automated work environment; may work in various departments under the Clerk’s Office and could require public contact; reviews and processes a wide variety of official records and/or legal documents in accordance with Florida Statutes and other pertinent legal authorities.

STARTING SALARY: $22.50 hourly/ $46,800 annually

CORE COMPETENCIES

• Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals

JOB SPECIFIC COMPETENCIES

• Knowledge of general office policies, procedures and practices.
• Knowledge of English grammar, punctuation, spelling, and arithmetic.
• Knowledge of the recording system, legal terminology, and organizational skills as well as the ability to perform a variety of complex administrative duties.
• Ability to use various computer systems, software, and office equipment.
• Ability to exercise excellent communication skills, both orally and in writing.
• Ability to remain professional and calm when faced with difficult customers or situations.
• Ability to perform accurate computations and verification of data.
• Ability to establish and maintain effective working relations with government officials, other employees, and the public.
• Ability to work with confidential and/or sensitive data and comply with legal advice restrictions for the Clerk’s Office.
• Ability to proof own work and the work of others.
• Ability to use good judgment and make sound decisions based on office policies, procedures and practices.
• Ability to multi-task and be flexible in a fast paced environment.
• Ability to work in a team environment and individually when needed.
• Ability to plan, organize and supervise the work of others.
• Ability to instruct new employees.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Performs a variety of tasks related to an automated office environment, which may include: recording documents into the official records recording system, accepting home solicitation applications, processing passport applications and marriage licenses (including performing ceremonies, taking photos, performing data entry, processing and examining legal documents to ensure adherence to office policy and procedures, converting paper documents to electronic).
• Learns and gains proficiency with and adheres to statutes, rules, Administrative Orders, and requirements.
• Provide courteous and efficient service to all in person, email and phone customers; is approachable, helpful and personable; and answers questions knowledgeably and with patience.
• Performs cashiering duties.
• Provides front counter assistance to the public.
• Conducts quality control and the return of recorded documents.
• Processes and indexes reports and other materials according to established procedures.
• Provides assistance and information to the public, which may include responding to inquiries through public emails and performing searches of official records, etc.
• Employee may be asked to provide training and assistance and review the work of others for completeness and accuracy, as necessary.

Performs other duties as needed, including those performed by subordinate fiscal, financial, and/or clerical staff.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from high school or possession of a GED Certificate and three (3) years of clerical experience, two (2) of which included the processing, examining, preparing or reviewing of any type of legal document.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

May require possession of a valid Driver's License.

PHYSICAL DEMANDS

The work is light and requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects; may also require climbing, crouching, grasping, handling, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, stooping, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position. This position is fully on-site and requires regular presence in the office.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation.

CAREER PATH

• Sr. Official Records Specialist
• Supervisor
• Manager
• Director
• Senior Director
• Chief Deputy

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees 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 actually written out in this job description.