Public Records Administrator

POSTING DATE:

February 21, 2017

CLOSING DATE:

March 21, 2017

CLASSIFICATION:

Public Records Administrator

 

MINIMUM REQUIREMENTS:

  • Bachelor’s degree in Business Administration, Public Administration, or related discipline.
  • Information Governance Professional Certificate preferred
  • Certified Records Manager Certificate preferred
  • Florida Public Records Management Certificate preferred
  • Three to five years of experience records management.
  • Regular, dependable attendance required.

COMPETENCY:

  • Demonstrate proficiency of Microsoft Office Suite and other required software.
  • Demonstrate knowledge and competency of office methods, procedures and practices.
  • Demonstrate excellent passive listening, oral, and written communications skills.
  • Broad knowledge of Florida Public Records Law, Administrative Codes, and Record Management Principles.
  • Consistently manages multiple priorities and competing assignments while meeting commitments.
  • Strong business acumen and the ability to quickly and accurately read ambiguous circumstances, interpret limited information, understand impactful business challenges, and respond as a subject matter expert and trusted advisor.
  • Demonstrate skill in leading and training others to ensure comprehension of the methods and purpose of activities of importance.

RESPONSIBILITIES:

Perform functions to administer the District’s comprehensive records and information management program, ensure the appropriate retention of public records and information, and respond to requests for public information in compliance with applicable Florida Public Records Law, guided by the precedent and working within the limits of established policies.

  • Process and satisfy Public Records requests in accordance with the Florida Public Records Law.
  • Advise the District on any Public Records issues that may arise.
  • Consult with District Leadership on pending and new legal requirements or modifications to the public records Law that may have impact on current operations.
  • Recommend, implement, and communicate the District’s Records Retention Policy to ensure compliance with internal policy and Florida Public Records Law. Establish and communicate processes for electronic and hard copy storage and archival, and records destruction and disposal.
  • Train teams across the District in records retention policies, procedures, and requirements, and consult on best practices as to retention of specific records and documentation.
  • Monitor Public Records processes and systems to ensure District is compliant with records retention policies and regulations. Work with departments involved in records management and report analysis, and provide support and guidance as to document imagining, storage, retrieval procedures, and compliance.
  • Ensure that internal electronic records retention systems and procedures meet internal policy and Florida Public Records Law requirements and consult with Information Technology to define requirements and modifications as required.
  • Lead, monitor, and train Public Records Administration team in the processing, importing, indexing and quality assurance of records into electronic system.
  • Respond to inquiries from state agencies and officials on matters related to the implementation and compliance with Florida Public Records Law, including the Florida Division of Library and Information Services. Prepare and submit required periodic reports related to record disposition to governing authorities.
  • Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements.
  • Participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
  • Perform other related duties as assigned.

OTHER REQUIREMENTS:

The following requirements are representative of those that must be met by an employee to successfully perform the essential functions of this job and is not intended to be inclusive. Reasonable accommodation(s) may be made to enable individuals with disabilities, as defined by law, to perform any essential functions.

 

DRIVING REQUIREMENTS:

Must possess a valid Florida State Driver’s license and maintain eligibility under the District’s commercial vehicle program.

 

PHYSICAL DEMANDS:

  • While performing the duties of this job, an employee is regularly required to sit, stand, walk, touch, speak, hear, and see.  An employee is occasionally required to bend, kneel, reach, twist, carry, climb, push and pull.
  • An employee must lift and/or move small articles and occasionally lift objects up to 20 pounds.
  • An employee must demonstrate fine motor skills and to be able to operate vehicles and other equipment.
  • An employee is occasionally required to work in heat, cold and wet/damp conditions and to navigate uneven and/or outdoor terrain.
  • Certain positions may require work above ground or in enclosed spaces.
  • Certain positions may have requirements of 50 pounds maximum lifting with frequent lift/carry up to 25 pounds.
  • Positions requiring strength demands in the Heavy and/or Very Heavy category have detailed physical performance analyses available for review.

SALARY:      Wage ranges between $1,057 and $1,585 per week.