Records Specialist

Records Specialist III- 11655 (VAB/Board Records) Tampa, FL, United States Job Description JOB SUMMARY The Value Adjustment Board (VAB) performs a wide range of specialized clerical and administrative duties including processing petitions, preparing documentation, coordinating hearings, and serving as a primary administrative resource for internal and external stakeholders. This position supports the full annual operational cycle of the VAB; an ideal candidate is adaptable, highly organized, detail oriented, and thrives in a collaborative, team driven environment. This position requires comfort working across multiple governmental entities and proficiency with various technological applications. Individuals must be able to manage repetitive tasks with accuracy, work efficiently under pressure, and identify opportunities to streamline processes and improve operational effectiveness. All work is performed in accordance with Florida Statutes, VAB rules, and established organizational procedures. STARTING SALARY : $20.40 hourly/ $42,432 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 SUMMARY & COMPETENCIES The VAB Specialist establishes and maintains consistent administrative practices supporting the operations of the Value Adjustment Board in compliance with all Federal, State, and County regulations. Work involves ensuring the effectiveness, efficiency, and economical operation of VAB processes. Daily duties involve coordination with the Board of County Commissioners, the Property Appraiser, the Tax Collector, and members of the public in supporting VAB procedures and hearings. Internal documents outline the VAB’s statutory foundation and operational structure, which guide the Specialist’s work. An ideal candidate would: Demonstrate comprehensive proficiency in standard office operations, including effective use of computer systems, software applications, and office equipment to support departmental functions. Communicate clearly and professionally in both written and verbal formats, producing accurate documentation and ensuring all work products meet established quality and compliance standards. Apply strong administrative and analytical capabilities to perform a broad range of duties, including data verification, information processing, and the execution of complex tasks requiring accuracy and attention to detail in both routine and peak‑season (July‑May) workloads. Establish and maintain effective working relationships with internal staff, external partners, and the public, while providing guidance and support to colleagues and new employees as operational needs require. Exercise sound judgment, professionalism, and discretion in all interactions and work products, ensuring conduct aligns with organizational standards and expectations. Handle confidential and sensitive information responsibly and in strict accordance with legal, ethical, and organizational requirements. Work independently with initiative and accountability, effectively organizing, prioritizing, and completing assignments to ensure timely and accurate results, even during periods of elevated workload and accelerated deadlines. 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. Process petitions and associated documents in accordance with VAB procedures. Coordinate and support VAB hearings and meetings. Maintain daily and weekly reports to document activity, deadlines, and operational progress. Perform tasks requiring knowledge of VAB processes, timelines, and statutory requirements. Work under pressure to ensure all State mandated deadlines and reporting requirements are met. Accurate cash handling as it relates to county bus pass sales and petition filing fees. Respond to public records requests in accordance with applicable laws and established departmental procedures. Provide administrative support across all Clerk to Board operational units, including answering calls and managing correspondence. Exhibit flexibility while adapting to evolving assignments, shifting priorities, and departmental needs. Support problem solving within the team related to work assignments, workflows, and operational challenges. Promote effective communication and collaboration across Clerk to Board departments. Provide guidance on procedures, best practices, and compliance standards to ensure consistency and accuracy. Maintain daily and weekly reports to support organizational transparency and accountability. Prepare departmental tracking reports, spreadsheets, and related documentation; verify data accuracy and perform necessary computations. Conduct research to respond to questions from staff, external agencies, and the public. MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS Two (2) years of administrative, clerical, or government operations experience preferred. Experience working with boards, hearings, or quasi-judicial processes is a plus. KNOWLEDGE, SKILLS, & ABILITIES Knowledge of public records laws and governmental procedures. Ability to interpret and apply relevant statutes, rules, and administrative procedures. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite and other recordkeeping systems. Ability to meet strict deadlines and manage multiple priorities. High attention to detail and ability to maintain accuracy in repetitive tasks. Strong problem solving and organizational skills. Ability to maintain professionalism when working with the public and external agencies. WORK ENVIRONMENT Work is performed in a dynamic office environment requiring adaptability to changing priorities, deadlines, and organizational needs. Standard office environment with frequent deadlines. Requires prolonged periods of computer use and document review. Occasional attendance at hearings or meetings outside standard business hours may be required. 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 Records Specialist III Manager Director Chief Deputy #J-18808-Ljbffr