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Records Data Specialist

  • Job Code: W2787
  • Pay Grade:WI
  • Pay Scale:$16.29-$29.36 Hourly; $33,883.20-$61,068.80 Annually
  • Exempt:No


Perform duties responding to requests and providing criminal history information to federal, state, and local law enforcement agencies and departments.

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

  • Respond to telephone, electronic, or teletype criminal history information requests from federal, state, and local law enforcement agencies and departments related to warrants, vehicle registrations, missing persons, stolen vehicles/property, guns, license plates, boats aircraft, immigration status, injunctions, protection orders, and unidentified persons.
  • Enter, modify, supplement, and cancel criminal history information in the Florida Crime Information Computer (FCIC)/National Crime Information Computer (NCIC) databases and notify law enforcement agencies or departments of actions taken as appropriate.
  • Review all entries made by law enforcement deputies through mobile reporting for special data processing entry within the Sheriff's Office internal Records Management System (RMS).
  • Monitor RMS logs to ensure all entries are accurate and complete.
  • Continually monitor pending information required from law enforcement deputies for actions performed during their shift so that all actions are in compliance with rules and regulations.
  • Perform duties at temporary emergency command centers during periods of emergency as required.
  • Perform other related duties as required.

Knowledge, Skills & Abilities

  • Working knowledge of effective communication techniques.
  • Working knowledge of English grammar, punctuation, and spelling.
  • Some knowledge of practices used to receive and assess calls for assistance.
  • Some knowledge of federal, state, and county laws, ordinances, and regulations governing the dissemination of criminal information.
  • Some knowledge of records management system standard operating procedures.
  • Some knowledge of general office policies, procedures, and practices.
  • Some knowledge of Agency policies, procedures, and guidelines.
  • Some knowledge of law enforcement terminology.
  • Ability to follow established procedures.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to handle confidential information.
  • Ability to pay attention to detail.
  • Ability to multitask.
  • Ability to work effectively with others.
  • Ability to collect, organize, and evaluate data and to develop logical conclusions.
  • Ability to accurately assess situations and make correct decisions.
  • Ability to accurately sort, retrieve, and file material using alphabetic, numeric, and chronologic systems.
  • Ability to work under stressful conditions.
  • Ability and willingness to work shifts to include nights, weekends, and holidays.
  • Ability to use a computer and related software.

Minimum Education & Experience

  • A high school diploma or possession of a GED certificate.
  • Two years clerical or criminal justice experience.
  • Successful completion of the Hillsborough County Sheriff’s Office Records Data Specialist Trainee status.

Required Pre-Employment Testing

  • A passing score on pre-employment testing.
  • 30 net words per minute on a typing test; or 100 gross keystrokes per minute with 90% accuracy on a data entry test.

Additional Job Requirements

  • Attendance at the specified Sheriff's Office work location is required.
  • Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification.
  • No visible tattoos on face. Tattoos on hands, neck, or arms must be covered with white, black, or neutral colored covering.
  • No illegal drug sale within lifetime.
  • No illegal drug use within the past 36 months. No marijuana use within the last 12 months.
  • No felony convictions within lifetime.
  • No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime.
  • No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces.
  • Successful completion of a background investigation including criminal, reference, employment, and neighborhood checks; polygraph; medical evaluation; and drug screening.

General Benefit Information

Benefits include but are not limited to:

  • Medical, Dental, Vision, and Life Insurance coverage
  • Florida Retirement System and Deferred Compensation
  • Paid time off including sick, vacation, and holiday time
  • Employee Assistance Program
  • Short and Long Term Disability Insurance
  • Employee incentives for educational degrees and bilingual (Spanish) abilities
  • Tuition reimbursement
  • Paid training