Temporary Records Specialist (OPD)

Job Description:

Temporary Records Specialist (OPD)

Description

Job Posting End Date - Applications will no longer be accepted starting

Job Summary

Salary: $19.00 hourly

If you experience technical issues submitting your application, please reach out to City of Orlando Human Resources at [email protected] or 407-246-2062.

Performs responsible and professional technical-level work supporting the digital conversion, research, processing, review, and management of City of Orlando and Orlando Police Department (OPD) records. Responsibilities include scanning, indexing, and quality assurance of records in various formats, including microfilm, electronic, and historical records, some of which may contain sensitive, confidential, or legally protected information. Upon completion of OPD Records Department training, selected candidates will assist Police personnel with researching police records, reviewing and redacting documents in accordance with applicable Florida Statutes, and supporting the processing of Public Records Requests (PRRs). Duties may include researching information across various computer systems, preparing records for release, responding to PRR-related emails and telephone inquiries, and providing administrative and operational support to OPD Records staff. The position requires meticulous attention to detail, discretion in handling sensitive information, proficiency with computers and records management systems, and the ability to follow established procedures and applicable laws governing public records and confidentiality. Work is performed under the direction and supervision of the appropriate OPD Records Department supervisory personnel.

Responsibilities

The Records Specialist’s responsibilities include, but are not limited to, the following:

Records Conversion and Management

• Operates various scanning and micrographic equipment.
• Scans records into designated records retention systems and indexes documents for future retrieval.
• Reviews scanned and indexed records to ensure accuracy, completeness, and quality.
• Identifies and reports potential errors, discrepancies, or missing information to the appropriate supervisor.
• Maintains an organized, clean, and efficient workstation.
• Ensures the security, confidentiality, and proper handling of all records.

Police Records Research and Public Records Requests

Upon successful completion of OPD Records Department training, candidates will perform the following duties, including but not limited to:

• Researches and retrieves police records using various computer systems, databases, and records management applications.
• Reviews police reports, supporting documents, and other records to identify responsive materials for Public Records Requests.
• Redacts information from documents in accordance with applicable Florida Statutes, public records laws, and established OPD procedures.
• Assists OPD Records personnel with the processing, review, organization, and preparation of records responsive to PRRs.
• Provides administrative and operational support to OPD Records staff in managing PRR-related emails, correspondence, and telephone inquiries.
• Assists with locating, retrieving, organizing, and preparing responsive records for review and release.
• Identifies records that may contain confidential, exempt, or sensitive information and refers questions or concerns to the appropriate supervisor for review.
• Follows established procedures for documenting, tracking, and processing PRRs.
• Maintains the confidentiality and security of police records and other sensitive information encountered during assigned duties.
• Communicates professionally and courteously with City and OPD Records personnel and other authorized individuals regarding assigned tasks and inquiries.
• Performs other records-related duties as assigned to support the daily operations of the OPD Records Department.

Knowledge, Skills, and Abilities

• Knowledge of basic office procedures and records management practices, or the ability to acquire such knowledge through training.
• Ability to learn and navigate multiple computer systems, databases, and electronic records management applications.
• Ability to conduct detailed research to locate, retrieve, and verify information across various records systems.
• Ability to review documents carefully and accurately identify information requiring redaction in accordance with applicable Florida Statutes and established procedures.
• Ability to follow written and verbal instructions, established workflows, and departmental policies.
• Ability to maintain strict confidentiality when handling police records, sensitive information, and legally protected data.
• Ability to recognize potential errors, discrepancies, or concerns and promptly notify the appropriate supervisor.
• Skilled in time management, organization, and prioritization of assigned responsibilities.
• Skilled in the use of computers, scanning equipment, office equipment, and applicable software applications.
• Ability to communicate effectively, both orally and in writing.
• Ability to respond professionally to telephone inquiries and assist with PRR-related correspondence.
• Ability to work independently while maintaining effective communication and cooperation with team members.
• Ability to maintain accuracy and attention to detail while performing repetitive tasks and working under established deadlines.
• Ability to sit and work at a computer for extended periods.
• Ability to lift 20 pounds or more.

Minimum Requirements and Conditions of Employment

• Valid Florida Driver's License required.
• Selected candidates must successfully complete a criminal background check, polygraph and submit fingerprints as required.
• Candidates must successfully complete the required Criminal Justice Information Services (CJIS) training and certification before being granted applicable system access.
• Candidates must comply with all OPD policies, security requirements, confidentiality standards, and applicable laws governing access to and handling of police records.
• Access to department systems and records will be granted only as authorized and necessary to perform assigned duties.
• Candidates must successfully complete OPD Records Department training before performing assigned police records research, redaction, and PRR support functions.

Note: This is a temporary/seasonal position intended to provide operational support to the OPD Records Department. Duties and assignments may vary based on departmental needs, workload, and supervisory direction.

THIS IS A PART_TIME_POSITION WITH NO GUARANTEE OF A CERTAIN NUMBER OF HOURS AND NO BENEFITS. THIS POSITION INVOLVES WORKING ON A TEMP/SEASONAL CONTRACT WHICH CAN BE RENEWED ANNUALLY BASED ON PERFORMANCE AND BUSINESS NEEED.

Important: To be eligible to proceed forward in the application process, applicants must meet the minimum qualifications listed in the position description. Please ensure your application provides details of all relevant experience related to the position. If you have questions or need clarification concerning the position or application process, please contact Human Resources at [email protected] or 407.246.2062.

If this posting indicates a degree is required, the following experience will apply in lieu of any degree as follows:

• Two (2) years of direct experience for an associate degree;
• Four (4) years of direct experience for a bachelor's degree;
• Six (6) years of direct experience for a master's degree; or
• Nine (9) years of direct experience for a doctoral degree.

Salary:

USD 19.00 per hour