Program Specialist

4 weeks ago

Pensacola, Florida, United States University of West Florida Full time
Job Summary

Manage the transfer and disposition of records to and from all departments and program areas per the State retention schedule. Maintain records according to the State retention schedule and any other relevant laws and guidelines and ensure timely and accurate reporting to the state. Assist departments with the transfer of documents and other records to the University Archives. Serve as the University Liaison for shredding contractors, e-waste contractors, and other contacts related to records management. Instruct and provide regular advisory and consulting services to faculty and staff regarding records and information management policies, standards, and procedures. Provide training, documents and updates the information and resources on the Records Management website with the assistance of Business and Auxiliary Services Marketing. Advise departments regarding identification and security of records, disaster recovery for records, including storage procedures, electronic storage, vital records, and confidential and sensitive information. Designated as staff student printing technician - Receive paper orders and disperse the paper to various storage cabinet locations on campus. Fill paper trays. Order and receive replacement parts from vendor. Replace printer parts. Replace printer or monitor, as needed. Interface with vendor technical support team on an as needed basis. Interface with the vendor student employee and Business and Auxiliary Services LSP on an as needed basis.

Responsibilities
  • Develop, compile and communicate procedures for records management activities to university departments. Act as consultant to departments regarding any records and information management issues.
  • Determine Records Management supply needs and order as needed. Receive, verify and approve purchase invoices from vendors.
  • Verify the integrity of historical microfilm in storage on an annual basis.
  • Maintain records log book (electronically) and remove boxes from storage shelves when they have met their retention. Complete disposition paperwork, obtain signatures (Supervisor sends through DocuSign). Prepare for and scheduling shredding on a regular basis. Work with University Archivist as required.
  • Develop and recommend annual Records Management budget and communicate to supervisor and Business and Auxiliary Services accountant.
Requirements
  • A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
  • High School Diploma and six years of appropriate experience. Appropriate college coursework or vocations/technical training may substitute at an equivalent rate for the required experience.
  • Any appropriate combination of relevant education, experience, and/or certifications may be considered.
Preferred Qualifications
  • Experience with records management in a higher education setting.
  • Knowledge of State Public Records Laws and Rules, Records Management Practices and Procedures, Policies of the State Division of Library and Information Services, Bureau of Archives and Records Management, Records Storage Facility/Micrographics Procedures/Standards is a plus.
Special Requirements or Considerations of the Job

This position requires a criminal background screen. This position is eligible for veteran's preference. This position requires a valid driver's license.

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