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Records Specialist, Senior

Category: Classified
Pay Grade: C18
Job Code: 18700

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 herein described.  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.

JOB SUMMARY

This is a team leader position with duties requiring independent decision making and contact with the public, attorneys, litigants, and the court. Area of assignment can be any departments under the Clerk of the Circuit Court. Employees in this class resolve complex matters and use independent judgment based on Florida Statutes, Rules of Court, and other pertinent legal authorities. While not a supervisory position, this employee does work closely with supervisors and management to coordinate activities toward the completion of section work. The work may include cash handling and verification, account balancing, and preparing daily bank deposits.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Serves as a team leader by assisting the supervisor in the planning, assigning, and reviewing of work assignments and staff performance;
• Trains employees and keeps staff apprised of policy and procedural changes;
• Assists in establishing work schedules, placing staff where needed, and monitoring daily operations to ensure that maximum performance standards are met;
• May assist in opening, closing, balancing, verifying cash, and preparing bank deposits;
• Demonstrates leadership that fosters commitment, team spirit, pride and trust through coaching, mentoring, recognizing, and guiding employees to achieve results;
• May conduct difficult investigations and audits to resolve issues stemming from misapplied funds, improper validations, and incorrect application of liens;
• May oversee the collection, receipt, and disbursement of monies in accordance with Florida Statutes, rules, and regulations;
• May oversee the processing of liens filed for non-payment;
• Provides information and services to the public, other Clerk office departments, other Appointing Authorities, and business partners by answering standard and complex questions following established business procedures, federal, state, and local rules, administrative orders, Florida Rules of Procedure, and Florida Statutes, in a courteous and efficient manner while demonstrating knowledge and patience;
• Reviews and processes documents and files; may determine viability of documents;
• Assists with the creation and update of business processes
• Prepares work-related reports;
• Assists with vendor E-records;
• Performs complex assignments and leads and trains others to complete assignments;
• Works closely with staff to resolve the more complex matters and may fill in for staff as needed;
• Provides leadership and guidance and assists supervisor in improving staff performance;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

High School diploma or an acceptable equivalency diploma (GED); and three (3) years clerical experience in legal or court-related work, one of which includes one (1) year in a Clerk of the Court’s Office and may include one (1) year as a teller or cashier depending on area of assignment; or an equivalent combination of education, training and/or experience.  

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other highly desirable knowledge, skills, abilities, and credentials required for a specific position.

Knowledge, Skills and Abilities:

• Knowledge of laws, rules, and regulations as they relate to area of assigned responsibility;
• Knowledge of the principles of cashiering, governmental accounting and recordkeeping procedures;
• Knowledge of standard office practices, procedures, policies, computers, operating systems, and related software applications;
• Knowledge of relevant terminology, grammar, and ability to follow verbal and written instructions;;
• Ability to provide quality customer service;
• Ability to express oneself clearly and concisely, verbally and in writing;
• Ability to establish and maintain effective working relationships with employees, other agencies, departments, and the public;
• Ability to work independently, plan and productively utilize the talents of the assigned staff;
• Ability to make decisions in accordance with laws and regulations, and communicate information to resolve matters;
• Ability to train and lead personnel;
• Ability to type with reasonable speed and accuracy.

PHYSICAL/MENTAL DEMANDS

This work requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• 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.
• 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.
• Standing: Particularly for sustained periods of time.
• Repetitive motion:  Substantial movements (motions) of the wrist, hands, and/or fingers.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs.