Administrative Records Specialist

CODE ENFORCEMENT DIVISION - ADMINISTRATIVE RECORDS SPECIALIST

PG 12 - $21.32HR./$44,345.60 ANNUALLY

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTIONS

Performs clerical and customer service duties related to the receipt and processing of public records requests and service inquiries submitted through the Code Enforcement administrative email account. Provides paraprofessional administrative support to Code Enforcement management, including conducting research, preparing reports, managing information requests, and responding to customer inquiries. Responsible for a variety of tasks involving data gathering, public records management, and high-level administrative functions.

ILLUSTRATIVE DUTIES

• Assists with processing the division’s public records requests in compliance with applicable laws and internal procedures. • Provides customer service and clerical support for the Code Enforcement Division in accordance with established procedures, including managing the division’s administrative email account and interacting with the public in person, by phone, and via email and providing necessary follow-up when needed. • Provides front desk support as needed by greeting visitors, answering and directing calls using a multi-line telephone system, offering general information, documenting complaints, and initiating case files. • Generates cases from telephone and online complaints; documents relevant details in the case file comments within the Accela system. • Performs varied clerical duties including other record keeping, use of personal computers, copy machines and other general office equipment. Files documents electronically and manually, and updates/maintains various forms as requested. • Compiles and organizes data for division reports to support tracking, analysis, and decision-making. • Manages record deletions in Accela in accordance with division policies and Florida Public Record Laws. • Performs multiple-tasks simultaneously and accurately, such as listening, communicating, and data entry. • Maintains paper and electronic records to ensure they are attached to the appropriate case record. • Responds to public records requests by researching and retrieving hard copy and electronic documents. Provides follow-up information to customer and staff inquiries, schedules and coordinates with customers for review of records. • Uses databases, web-based applications, document control and imaging software for file storage and retrieval of project documents and records.

• Types and utilizes word processing, spreadsheet and on-line software.
• Performs all essential imaging duties, which include system and equipment

operations using a variety of software programs and electronic imaging equipment. • Works with records management and other staff as required to perform records management duties. • Reviews and assesses existing system functionalities to make recommendations on workflows, procedures, policies, and equipment (i.e., scanners, file management accessories, etc.) to ensure most effective use of the division’s resources for internal and external customers. • Maintains and enhances a working knowledge of required records management systems, filing methods, data access methods, and operations requirements. • Researches and retrieves documents and files from the county's records section in electronic, film or paper media.

• Facilitates records indexing and retrieval using a personal computer.
• Prepares files for electronic imaging including removing staples and

fasteners, inserting target sheets and preparing files for microfilming. • Ensures compliance with relevant legislation and regulations; standardizes information sources.

• Performs extensive data entry.
• Provides support to other specialty areas within the Code Enforcement

Division as needed, including but not limited to lien searches, demolition, illegal dumping, excessive bulk waste notices, illegal signage in right of way and the vendor coordinators office. • Performs other related duties as assigned by division manager and/or division director.

KNOWLEDGE, ABILITIES, AND SKILLS

• Must possess knowledge, ability, and demeanor to provide professional and courteous service to both internal and external customers. Must possess superior interpersonal skills to interact positively with internal team members, other county employees, and the public. • Must have the ability and familiarity to effectively use Microsoft Office Suite applications Word, and Excel. • Uses independent judgment to perform varied clerical tasks and may work independently as assigned.

• Knowledge of public record management procedures and laws
• Proficiency in written and spoken English and must use correct grammatical

construction and appropriate word choices for oral and written communication. • Able to remember, understand, and convey knowledge of the basics of each code violation type. • Able to keep accurate records, keep track of detailed information, and compute and calculate accurately. • Speaks clearly and pleasantly, able to understand and follow oral and written instructions.

• Maintains an up-to-date calendar of appointments and important tasks.
• Responds to client and internal requests in a timely fashion and honor

deadlines.

• Knowledge of business English, punctuation, spelling, and arithmetic.
• Able to perform critical tasks in a fast-paced, high-pressure environment.
• Able to use a personal computer, high-speed printers, scanners, copiers,

plotter and facsimile equipment. Software and database information learned from manuals and on-the-job training.

• Able to concentrate on detailed and sequential work tasks.
• Able to sit, bend, stoop, stand and ambulate independently.
• Able to lift to 25 pounds.

MINIMUM QUALIFICATIONS

• Graduate of an accredited two (2) year college or university with major course work in Business Administration, Computer Science, Records Management or a related field and have a minimum of two (2) years office or clerical work experience, which includes filing, electronic imaging, operating high-speed printers, copiers or scanning equipment. • Must demonstrate the ability to appropriately navigate Polk County Property Appraiser and Tax Collector websites to gather information relevant to code enforcement cases. • Must demonstrate proficiency navigating and researching all code enforcement programs in use, to include general familiarization with navigating the building permits and land development application programs. • Must possess a valid driver’s license or be able to secure a valid driver’s license at time of employment. • Able to type a minimum of 35 correct words per minute with a maximum of 10 errors. Must be able to utilize all features afforded by word processing or other required software and CRT equipment utilized. • A comparable amount of related training and experience may be substituted for the minimum qualifications.

PREFERRED QUALIFICATIONS

• Bi-lingual in English and Spanish

SPECIAL REQUIREMENTS

• Employees must complete and pass the ARMA International Essentials of Records and Information Management (RIM) Certificate Program during initial probationary status. This position shall be required to report for work when a declaration of emergency has been declared in Polk County.