Records Specialist III (Brandon)

Recruitment #1910-RECSP3C103-001


The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

*Please note: only current, tenured Clerk of the Circuit Court employees are eligible to apply for this position!*




The ideal candidate will demonstrate the following:

  • significant work history serving in the role of an experienced cashier
  • outstanding customer service by attending to walk-in customers and answering telephones, giving accurate information and directing inquiries to the appropriate department or agency 
  • strong ethics, integrity, and accountability 
  • the ability to be detail-oriented, organized, and meet deadlines
  • excellent oral communication skills by effectively communicating with management, members of the public, attorneys, elected officials, and other governmental agencies 
  • the ability to work with other staff members toward a common goal 
  • the ability to easily adapt to software programs and type efficiently with attention for details when entering names, addresses, and money amounts 
  • the ability to multitask between various different and complex job duties 
  • the ability to work independently 
  • act and dress professionally 
  • the ability to view images to ensure legibility 
  • the ability to sit for extended periods of time


Graduation from high school or possession of a GED Certificate; and three (3) years of clerical experience, including two (2) years of experience in the processing, examining, preparing or reviewing of any type of legal document and two (2) years of experience cashiering.


A passing score on a general clerical exam.


• Knowledge to utilize computer/software programs
• Knowledge of official records
  o Document types
  o Legal descriptions
  o Party names/determination
• Knowledge of applicable statutes, laws, office policies and procedures, best practices
• Knowledge of cashiering procedures
• Skilled in oral communication
• Skilled working independently and in group settings
• Skilled performing computations
• Skilled verifying data (detailed)
• Ability to operate office equipment (copier, fax machine, printer, scanner, computer, calculator)
• Ability to communicate orally and in writing in a clear and concise manner using proper grammar skills.
• Ability to meet deadlines
• Ability to provide cashiering function at front counter
• Ability to successfully interact with employees, customers
• Ability to make decisions based on statutes, department and agency polices/processes and best practices
• Ability to follow directions and focus
• Ability to calculate State taxes and other fees
• Ability to multi-task within multiple office duties


• Position requires professional attire and conduct
• Position may involve dealing with challenging customers by using exceptional customer service skills
• Position is a deputized clerk
• Position requires a notary
• Position may require overtime, including weekends
• Position requires working both independently and as a team member
• Position requires a cashier training class and strict adherence to cashiering policies
• Position requires extended periods of data entry
• Position requires operation of passport digital camera


• Utilize computer program to enter/retrieve records
• Review quality and correctness of scanned documents
• Process documents for recording into the official records from incoming customers, mail and eRecords
  o Determine eligibility for recording pursuant to statutes, Attorney General opinions and     best practices/guidelines
  o Determine appropriate amount of documentary stamps and intangible taxes as required by Florida Department of Revenue
• Scan documents
• Process passport applications, including taking and printing photographs and postal tracking
• Issue marriage licenses and perform ceremonies
• Provide extensive cashier services
• Issue Clerk’s Certificates
• Certify copies of official record documents including marriage licenses
• Notarize documents for the public
• Provide front counter customer service
• Physical requirements
• Other related duties
• Assist with training new employees regarding recording and records/files retrieval
• Interact/communicate successfully with management and team members
• Maintain and update recording manual
• File daily information logs
• Keep forms bins stocked for public (i.e., marriage licenses/passports/home solicitations)
• Cross-training can include some of the following:
   o Compile statistics
   o Return documents
   o Research
   o Prepare documents for mailing/boxes for shipping
   o Prepare and send documents to Records Center


• Ability to utilize computer programs and/or telephones for long periods of time
• Ability to sit for long periods of time
• Ability to stand when performing marriage ceremonies
• Ability to perform repetitive motions involving hands, arms and shoulders
• Ability to walk long distances
• Ability to lift and carry up to 25 pounds


Please note: this vacancy is located in the Brandon Regional Service Center


VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.


The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.