Job Description

Records Technician

Ocala, FL

Pay: $15.93/HR

Hours: Monday - Friday 8AM - 5PM

Indefinite Temp

Responsible for maintaining all department records in accordance with Florida State laws and County regulations. Responsibilities include maintaining automated systems for storing, retrieving, archiving and destruction of records; providing information in response to Public Records Requests under the Florida Public Records Act (Sunshine Law); and processing Property Lien Search Requests.

ESSENTIAL JOB FUNCTIONS 

1. Oversees the maintenance of the Building Department's permitting and licensing records. 
2. Maintains and updates operating procedures within assigned area of responsibility. 
3. Provides information in accordance with Public Records and Records Retention laws, regulations, and policies. 
4. Provides public information relative to records systems regarding Building Department Construction files. 
5. Reproduces documents, plans, and files in accordance with Public Records requests. 
6. Labels and indexes incoming engineering, planning, and/or construction files, utilizing automated in- house systems. 
7. Maintains and controls files of a complex nature. 
8. Classifies, indexes, organizes, and maintains files to conform to standards of the existing system. 
9. Maintains accurate charge-out system. 
10. Receives and prepares documents for electronic archiving and operates archiving equipment. 
11. Performs operator maintenance of equipment as required. 
12. Receives and processes parcel property lien/violation search requests for businesses such as Title and Mortgage agencies. 
13. Performs property searches using the current software program and processes payments and email report findings directly to requestor. 
14. Prepares and submits monthly Lien Search reports to the Building Business Manager Utilizes established records management systems and procedures to facilitate the orderly retention and disposition of records. 
15. Prepares and processes records for destruction in accordance with Florida State laws and regulations. 
16. Completes and submits Records Disposition Forms to the Marion County Clerk of the Court Records Office. 
17. Ensures records record file rooms are kept in order, no records remain unfiled, and the space is kept clean and free of clutter. 
18. Provides excellent customer service to members of the general public and other County employees. 
19. Personal contact occurs with other employees of the unit, employees of other departments in the County, citizens, and customers of the department. 
20. Service is provided in person or by phone contact. Implements the organization’s guiding principles and core values. 
21. Performs other related job duties as assigned.

QUALIFICATIONS Education and Experience: 

High school diploma or equivalent; and two (2) years’ experience in records and information management; or an equivalent combination of education and experience. 

KNOWLEDGE, SKILLS AND ABILITIES 

1. Ability to read and interpret documents such as Florida Statutes, operating and maintenance instructions, and procedure manuals. 
2. Ability to write routine reports and correspondence. 
3. Ability to speak effectively with customers or employees of organization.
4. Ability to calculate figures and amounts such as discounts, interest, commission, percentages, and volume. 
5. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. 
6. Ability to compute rate and percent and ability to draw bar graphs. 
7. Ability to solve practical problems and deal with a variety of concrete variables in situation where only limited standardization exists. 
8. Ability to interpret a variety of instruction in written, oral, diagram, or schedule form. 
9. Ability to interpret complex and detailed technical data. Ability to explain records and procedures to others. 
10. Ability to study manual work processes to determine most effective methods for essential tasks. 
11. Knowledge of computers and other office equipment. 
12. Knowledge of Microsoft Office Suite programs. 
13. Ability to maintain records, logs, and computer programs relating to records management.

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