Records Management Coordinator
2 weeks ago
Job Type: Full-Time
Department: Administration
Division: Administration
SUMMARY
The position entails executing para-professional responsibilities in overseeing the County's Records Management program, ensuring compliance with applicable Florida Statutes and Regulations. This includes the administration of electronic records management systems and the stewardship of traditional records management practices, as well as the coordination of the County's Public Records function.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Collaborate with the Records Administrator to manage the retention of confidential and exempt records in accordance with legal standards.
2. Serve as a point of contact for County management regarding public records services during the absence of the Public Records Administrator.
3. Assist in the creation of training materials and facilitate training sessions to promote consistent and effective records management practices across the County.
4. Provide training to new employees and oversee personnel workload distribution. Evaluate and support staff in addressing public record inquiries.
5. Work closely with IT personnel to ensure effective management of electronic records systems and adherence to best practices.
6. Maintain and oversee traditional records management systems, including classification, retention, storage, archiving, retrieval, and destruction, in compliance with federal and state regulations.
7. Aid in disaster recovery efforts for both traditional and electronic records, collaborating with IT to establish storage and restoration plans in case of catastrophic events.
8. Monitor and manage the public records division's systems, ensuring accurate updates and identifying records for disposition.
9. Assist the Records Administrator in conducting email searches related to public records requests, litigation, and investigations, in partnership with various County Departments.
10. Contribute to the development of performance reports and metrics in collaboration with other County departments to assess the effectiveness of records management functions and identify areas for improvement.
11. Engage with departmental staff to standardize and implement best practices in records management.
12. Provide ongoing consultation and training to all departments regarding public records requirements and retention policies.
13. Coordinate activities with records management vendors to ensure efficient operations.
14. Stay informed about laws and best practices in public sector records management through continuous education and professional development.
15. Collaborate in the establishment and execution of the public records division's strategic goals and objectives.
16. Assist in the formulation of County policies and procedures, participating in planning and policy-making committees as needed.
17. Ensure the Public Records webpage is updated with current information and templates, working with IT to enhance the public records file system.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Proficient understanding of traditional records lifecycle management systems.
2. Familiarity with Florida's public-sector records management laws.
3. Advanced skills in utilizing standard and specialized office software and equipment.
4. Strong communication skills, both verbal and written, including public speaking and proposal development.
5. Ability to effectively engage with vendors and other agencies.
6. Sound judgment in interpreting organizational policies and procedures.
7. Competence in conducting evaluations and proposing alternative solutions.
8. Capacity to foster effective working relationships.
EDUCATION AND EXPERIENCE
Must possess an Associate's Degree in Business Administration, Public Administration, Records Systems Management, Paralegal Studies, or a related field, along with two years of experience in records management or compliance, including some supervisory experience.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must hold a valid Florida Driver's License. A Certified Paralegal certification is preferred. Ability to obtain a Certified Records Management certification from the Florida Records Management Association within ninety days of hire is required.
PHYSICAL DEMANDS / WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.
Work is primarily conducted indoors with frequent interaction with colleagues and adequate lighting and ventilation.
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