Records Technician

Under the direction of the Records & Archives Manager, incumbent performs a variety of technical and clerical support functions to include data entry, archives and records management, Copy Center and Mailroom activities. Assignments may be given on a daily basis and work is reviewed through direct observation and feedback from departmental users.

• Performs support role in providing information to the public and city departments on retention and disposition of city records.
• Maintains statistical data regarding reference activity.
• Schedules and prepares security microfilm records for transfer to the Florida State Records Storage Center. Inspects the film and insures that all state requirements and procedures are correctly followed.
• Assists in performing duties and procedures pertaining to the various other media collected and stored by the Records and Archives Division, including accessioning, referencing, and recycling.
• Provides for and assists in reference services to city agencies and the public for the retrieval and copying of microfilmed records.
• Assists with other clerical duties to include sorting of inter-office mail within and outside of City Hall, answering the telephone and providing information and referral to users from other departments.
• Composes correspondence, maintains office record files, prepare interoffice forms and related communications.
• Enters data into mainframe terminal or computer; complies reports of activities.
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

The Requirements

Required:
High School Diploma or GED, plus two (2) years of experience performing In a support role in archives, records management, records retention, or city clerk operations, or an equivalent combination of training and experience. Must possess a valid State of Florida Driver’s License.
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

The Examination

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Veteran's Preference: An eligible veteran who enters an open-competitive examination shall receive preference points added to the total passing score earned in the examination as provided for in the Florida Statutes. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

SUMMARY OF BENEFITS FOR PART-TIME EMPLOYEES

Regularly scheduled non-seasonal part-time employees who average at least thirty (30) hours or more of work per week shall be eligible for the following benefits:
Eight (8) of the following paid Holidays and the Employee's Birthday:
New Year's Day
Labor Day
Christmas Eve
Martin Luther King's Birthday
Veteran's Day
Christmas Day
President's Day
Thanksgiving Day
New Year's Eve
Memorial Day
Day after Thanksgiving
Independence Day

Holidays are accrued from October 1 through September 30 and do not carry over. The hours paid to the employee for the selected holiday will be based on the daily average hours worked in the pay period immediately prior to the holiday used. Paid holidays are selected by the employee and approved by the employee's supervisor. Employee's birthday is a use it or lose it floating holiday.

• Three quarters (75%) of a full-time employee's vacation leave accruals.The hours paid to the employee for the selected vacation days will be based on the daily average hours worked in the pay period immediately prior to the vacation used.
• Six hours (6) per month in sick leave accruals.The hours paid to the employee will be the number of hours that the part-time employee was scheduled to work on the date they called in sick.
• Bereavement leave equivalent to a full-time employee.The hours paid to the employee for the bereavement leave will be based on the daily average hours worked in the pay period immediately prior to the bereavement used.
• A (non-matching) City contribution to a Nationwide deferred comp 457 plan in the amount of $1000.00 to be paid annually on the employee's anniversary date of hire. (Employee must enroll in a 457 to receive).
• Employees shall be provided with coverage in the City's health insurance plan at a biweekly cost of $102.47 for employee coverage, $234.25 for employee plus one (1) dependent and $453.86 for employee plus two (2) or more dependents for the OAP Plan. For the alternate in-network only (OAPIN) Plan, the biweekly cost is $64.15 for employee coverage, $66.62 for employee plus one (1) dependent and $133.47 for employee plus two (2) or more dependents.
• Employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.
• Employees will receive from the City a "use it or lose it" Health Reimbursement Account annually.The amount to the employee is determined by the employee's medical enrollment status or if no coverage is elected then it will default to the lowest level.The level of the City contribution will be reevaluated once a year.The levels are: Single or no coverage = $300; Employee plus one = $400; and Employee plus two or more = $700.In addition, the employee may establish and contribute to a Flexible Spending Account.
  
  
  Regularly scheduled non-seasonal part-time employees who average more than 15 hours per week but less than thirty (30) hours of work per week shall be eligible for the following benefits:

• Five (5) of the following paid Holidays and the Employee's Birthday:

New Year's Day
Labor Day
Christmas Eve
Martin Luther King's Birthday
Veteran's Day
Christmas Day
President's Day
Thanksgiving Day
New Year's Eve
Memorial Day
Day after Thanksgiving
Independence Day

Holidays accrued from October 1 through September 30 and do not carry over. The hours paid to the employee for the selected holiday will be based on the daily average hours worked in the pay period immediately prior to the holiday used. Paid holidays are selected by the employee and approved by the employee's supervisor. Employee's birthday is a use it or lose it floating holiday.

• One half (50%) of a full-time employee's vacation leave accruals.The hours paid to the employee for the selected vacation days will be based on the daily average hours worked in the pay period immediately prior to the vacation used.
  
• Four (4) hours per month in sick leave accruals.The hours paid to the employee will be the number of hours that the part-time employee was scheduled to work on the date they called in sick.
• Bereavement leave equivalent to a full-time employee.The hours paid to the employee for the bereavement leave will be based on the daily average hours worked in the pay period immediately prior to the bereavement used.
• A (non-matching) City contribution to a Nationwide deferred comp 457 plan in the amount of $1000.00 to be paid annually on the employee's anniversary date of hire. (Employee must enroll in a 457 to receive).
• All part-time employees may enter into a Deferred Compensation Program through payroll deduction.

All part-time employees have the option of joining the Sun Credit Union.

All part-time employees have the option of participating in payroll Direct Deposit.

All part-time employees are eligible to participate in the City's Work/Life Assistance Program offering a wide range of services and support.