Records Supervisor

Salary: $52,056.37 – $59,083.86 Annually

Location : Green Cove Springs, FL

Job Type: Full-Time

Job Number: 2023-65

Department: Administration and Business

Opening Date: 06/30/2023

Closing Date: 7/10/2023 8:00 AM Eastern

Description
Responsible for the management and coordination of the day to day operations of the Central Records Section. Incumbent is responsible for the proper release, storage, and destruction of all agency information and supervising the imaging of records; completing, updating and submitting required reports/documents/forms; maintaining security of premises; organizing, summarizing, and assembling requested information; providing accreditation unit with proof of compliance documentation, and expunging records following policy. Additionally, incumbent coordinates with the Office of the General Counsel and Risk Management in response to agency lawsuits and subpoenas in processing, disseminating, and testifying to the authenticity and proper management of agency records.
Duties

• Evaluates whether any record or part of record is exempt in order to minimize the agency’s exposure to liability under the Public Records Act, including the withholding.
• Manages and guides staff in the review and redaction of exempt information, response to and tracking of public records requests, and otherwise ensures compliance with the guidelines of Chapter 119 public records laws.
• Ensures the proper issuance and accountability of all Uniform Traffic Citations and Electronic Traffic Citation numbers by managing internal audits with all recipients.

• Ensures all employees under charge receive ongoing training in both the legal and technical procedures needed to identify, prioritize, organize, redact and complete records requests.
• Assigns subordinates/other personnel as applicable to tasks / projects based on ability and staffing resources; effectively directs assignments to ensure goal achievement consistent with agency policies.
• Oversees and directs the functions of the Central Records section, ensuring that records entry/retrieval systems and procedures function at an optimal level and all records activities are in compliance with applicable laws, rules, regulations and agency policies/procedures.
• Supervises and coordinate the imaging of records, ensuring that the quality of imaging and time constraints are acceptable and consistent with agency policy.
• Assists employees with setting reasonable goals and objectives for themselves.
• Provides effective and useful input into the development and implementation of the necessary policies, procedures/directives and/or standards to ensure the reliability, integrity and operational effectiveness of their particular area of responsibility.
• Supervises and assumes responsibility for the records management section, ensuring that all records related functions, including data entry, retrieval, storage, UCR coding/reporting, retention, destruction, and requests are accomplished in an efficient manner consistent with agency policies and all applicable State regulations/statutes.
• Reviews member time sheets and/or leave requests for accuracy, after consulting with member, reconciling inaccuracies and granting or refusing leave requests in accordance with agency policies and staffing levels

• Completes all assignments and/or special projects to specifications as directed and within the specified time frame, budgetary requirements (if applicable), and applicable agency policies.

• Completes, updates, and submits or forwards all required reports, documents and forms to the appropriate authority/personnel in a timely manner pursuant to applicable state regulations and in accordance with agency policies and procedures.
• Keeps up-to-date on information concerning Florida State Statutes pertaining to Public Records; be responsible for the understanding of any new or revised statutes.
• Stays alert for conditions or situations, which inhibit efficient operation of the Sheriff’s Office or the Records Section and make recommendation for solutions.
• Maintains security of premises by ensuring that no unauthorized personnel enter secured areas pursuant to agency policy; ensures that all secured doors remain secured.
• Researches, organizes, summarizes, and assembles requested information/documentation from various files and sources, given an authorized request, forwarding the completed work product to the appropriate personnel/authority in a timely manner pursuant to agency polices and any applicable state statutes.
• Generates and provides accreditation unit with proof of compliance documentation as directed/required, ensuring that the documentation is accurate, complete, and meets the accreditation requirements for proof of compliance.
• Ensures the proper management and confidentiality of sealed and expunged records to the extent such procedures are consistent with the conditions, responsibilities and duties established by the Florida State Statutes.
• Ensures that all evidence of the specified arrest is destroyed in accordance with applicable KRS, upon receipt of a verified and certified order to expunge, keeping only the original order and any other statutorily authorized information in a safe and secure location.
• Ensure all Destruction Orders comply with the Florida State Statutes and Laws. Regularly exercise discretion and independent judgment on matters of significance.
• Coordinates subpoenas, public record requests, and/or notices of claim response with the agency legal advisor.
• Acts as custodian of designated records for court purposes, ensuring the integrity and confidentiality of the records are maintained at all times and all related procedures and security measures are properly adhered to in accordance with agency policies and procedures.
• Assists superiors in making decisions on issues where no guidelines or policy exists.
• Provides information to staff regarding law and policy changes.
• Instructs all employees on the basics of the Florida State Statutes and laws that pertain to the public records’ law, to include juvenile records and inmate / medical records, thus limiting the potential for accidental release of confidential materials.
• Accumulates accurate information addressing events or critical issues and disseminates to higher authority without delay.
• Resolves any performance problems through effective counseling consistent with agency policies in order to improve productivity.
• Ensures that continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures.
• Monitors and recommends changes in working conditions and/or procedures to encourage improved staff output in accordance with agency policies.
• Maintains channels of communications and work effectively with inter/intra agency personnel in order to achieve objectives and goals and better serve the needs of the agency and/or community.
• Informs and explains to all staff both verbally and in writing any changes in procedure, policy, and laws immediately upon receipt of written directives or memos describing such changes; if applicable, requests and receives written acknowledgement of any such changes from all staff members and will monitor their conformance with these changes to ensure compliance.
• As applicable, provides accurate and complete information and coaches and trains new members, and/or volunteers in order to ensure task performance is to standard and in accordance with agency policies.
• Provides input into the formulation and implementation policies, procedures and standards.
• Procures or provides training for staff/volunteers in compliance with all applicable local, state, and federal statutes and regulations.
• Works closely with accreditations and external auditors in providing requested information and in support of timely completion of reviews and audits.
• Responds to supervision, guidance, direction, and feedback of the CFO in a receptive manner and in accordance with agency policies.
• Conducts him/herself in an ethical and professional manner, abiding by the established code of ethics.
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

• Responds to supervision, guidance, direction, and feedback of superiors in a receptive manner and in accordance with agency policies.
• Follows all leave and attendance related policies/procedures, including, but not limited to arriving on time, working the entire shift, submission of vacation and personnel requests, notification of supervisor regarding absence from work due to illness or untimely incidents and notification of supervisor concerning overtime hours worked.
• Checks their assigned mailbox, telephone/electronic messages (email), responding to messages in a prompt and professional manner.
• Operates and cares for equipment to manufacturer’s specifications and / or within the specified parameters and in accordance with agency policies.
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
• Performs other related duties as assigned.

Qualifications and Requirements
Minimum Education, Experience and Requirements:

• High school diploma or equivalent

• Four (4) years in this career path

• Speak and understand the English language
• Proficient in Microsoft office products

• Internal candidates must have successfully completed their probationary period
• Internal candidates with punitive disciplinary action within 365 days are ineligible

• The following items may be required at various steps in the application process:
  1. Driver’s License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Certification, Licenses and Registrations Requirements:

• Extensive knowledge of Florida State Statutes
• Records Management training
• Records Retention and Destruction training

Supplemental Information
Salary is negotiable for full-time positions upon initial hire, if requested, based on verified experience up to step three (3) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions.
Benefits include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more.
This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at

Clay County Sheriff’s Office offers excellent benefits packages outlinedbelow for benefit-eligible employees: Medical Coverage

Comprehensive medical coverage through Florida Blue at competitive rates.Medical coverage is available to all benefit-eligible employees and their eligible dependents.Employees have a choice from two plans, both of which are Preferred Provider Option Plans. In addition to a high subsidy of the premiums, the Sheriff’s Office contributes up to 50% of the deductible for the High Deductible- HSA Plan. Family Deductible = $ 4,200.00 Contribution of up to $ 2,100.00 per year

Single Deductible = $ 2,100.00 Contribution of up to $ 1,050.00 per year Dental Coverage

A choice of two dental plans, with the Sheriff’s Office covering 100% of the single premium under the Low Plan. The employee will pay the difference in the premium cost if they elect family coverage. Life Insurance

Basic life and accidental death and dismemberment (AD&D) life insurance coverage of $ 20,000 is provided for each benefit-eligible employee. Benefit-eligible employees may purchase additional coverage for themselves, their spouse,and dependent children through the Supplemental Life Insurance program. Long Term Insurance

Benefit-eligible employees may purchase long term insurance through the County’s provider for life insurance at affordable rates. Supplemental Insurance

Supplemental Insurances such as short-term disability, hospital, cancer, and accidentare available through Aflac, Colonial Life, and Liberty. Vision Insurance

A voluntary vision plan at affordable rates. Employee Assistance Program (EAP)

A comprehensive employee assistance program, provided by Aetna,which includes counseling, education, and referral services for employees and their eligible family members. EAP services are strictly confidential. Vacation/Sick Leave/Personal Time Off

Full-time employees accrue Personal Time Off (PTO) per year;the accrual rate will increase depending on their length of service with the Sheriff’s Office. Holiday Pay

The Sheriff’s Office has eleven paid holidays and birthday leave for full-time employees.

• New Year’s Day
• Martin Luther King Day
• President’s Day
• Memorial Day
• Independence Day
• Labor Day
• Veteran’s Day
• Thanksgiving and the day after Thanksgiving
• Christmas Eve
• Christmas Day

Retirement Plans

The Sheriff’s Office participates in the Florida Retirement System. Employees have a choice from two plans under the FRS:Pension Plan and Investment Plan. The Sheriff’s Office makes a contribution as set by the Florida legislature towards the plan of choice for each employee and the employee makes a contribution of 3%. Deferred Compensation Plans

Employees may also elect to participate in the County’s deferred compensation plan, which offers a choice from two providers:Mass Mutual and Nationwide. Contributions are voluntary by the employee and made on a pre-tax basis. Pre-Tax Benefits

Certain payroll deductions can be taken on a before-tax basis. These include medical and dental premiums, FRS plan contributions, and high deductible plan contributions. Other Benefits include:

• Tuition Reimbursement
• Florida Deputy Sheriff’s Association Membership
• Onsite Wellness/Fitness Center *not all locations
• Military Service Leave
• Bereavement
• Direct Deposit Payroll

*Temporary, Part-time, and Seasonal employees are not paid for holidays and are not eligible for benefits.

01

Do you have any convictions for Domestic Violence?

• Yes
• No

02

Are you legally authorized to work in the United States? In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form (I-9) upon hire.

• Yes
• No

03

Do you possess a valid Driver’s License?

• Yes
• No

04

Have you been convicted of any felony or of a misdemeanor that involved perjury or a false statement, not have pled guilty or nolo contendere after July 1, 1981, to any felony or of a misdemeanor that involves perjury or a false statement, whether or not adjudication was withheld or sentence suspended?

• Yes
• No

05

Have you pled guilty or nolo contendere or been found guilty of the criminal offense of DUI or other alcohol related offence (Disorderly Intoxication, etc.) within the last five (5) years, nor more than once in your adult lifetime, or had driving violations resulting in three (3) moving violations in the past 24 months, or any suspension/revocation in the last five (5) years. Suspensions for financial responsibility and failure to pay will be evaluated on a case-by-case basis

• Yes
• No

06

Have you received any Military discharge other than honorable or general under honorable conditions? Uncharacterized discharges will be evaluated on a case-by-case basis.

• Yes
• No

07

Visible tattoos determined to be inappropriate or offensive must be covered while at work. Do you have any tattoos above the collarbone (i.e. neck, face or behind the ear)? If yes, describe the tattoo and the location of the tattoo.

08

For the next eight (8) questions –The Clay County Sheriff’s Office recognizes an irrevocable responsibility in maintaining the public trust concerning the maintenance of a Drug Free Workplace and the office’s responsibility to be in compliance with the Drug-Free Workplace requirements as established in the Anti-Drug Abuse Act enacted by the United States Congress in 1988 and the Florida Drug Free Workplace programs requirements, F.S.S. 440.101 and F.S.S. 440.102 and Chapter 59A of the Florida Administrative Code. The U.S. Court of Appeals, 5th Circuit in Davis v. City of Dallas (no. 84-1814 – November 26, 1985) determined that a requirement prohibiting recent or excessive drug usage is job related. Use of CBD oil can, in some circumstances, result in a positive result for THC during a drug test. A drug test that confirms a positive result for THC will disqualify the applicant from employment. The Sheriff reserves the right to disqualify an individual based upon the totality of the drug use circumstances. Please enter your initials to confirm that you have read and understand these statements.

09

During your lifetime have you ever fraudulently used prescriptions to obtain or use drugs?

• Yes
• No

10

During your lifetime have you ever illegally used heroin, opium, Fentanyl or any derivative of heroin or opiates?

• Yes
• No

11

During your lifetime have you ever sold, distributed or conspired to distribute illegal drugs, except as required by official law enforcement duties?

• Yes
• No

12

During your lifetime have you ever used any illicit drug after first employment or appointment in the law enforcement field except in connection with official duties?

• Yes
• No

13

During your lifetime have you ever used methamphetamine, Rohypnol (Rooffies), GHB (Gamma Hydroxy Butyrate, also known as Grievous Bodily Harm) or similar illegal drugs in any amount?

• Yes
• No

14

Have you used marijuana or hash recreationally during the past 12 months?

• Yes
• No

15

Minor experimentation, as a juvenile, of the drugs listed in the following question, will be considered on a case by case basis. NO chronic usage will be considered. Have you, as an adult, used Cocaine, Illegal steroids (not prescribed), Quaaludes, LSD, M.D.M.A. (Ecstasy, Molly) or PCP within the past 5 years?

• Yes
• No

16

Which department are you currently assigned to?

• Admin & Business
• Patrol & Community Affairs
• Detention
• Investigations & Special Operations
• Sheriff’s Staff
• Not an internal Candidate

17

Do you have four years of experience in this career path?

• Yes
• No

18

Do you possess extensive knowledge of Florida State Statutes, and records management, retention and destruction training?

• Yes
• No

Required Question