Department:                 City Clerk’s Office                                             Division:  Records

Pay Grade:                     (Non-Bargaining) 503                                      FLSA Status:  Exempt

General Statement of Job

Performs professional work of an administrative and technical nature related to records management functions. Plans, directs, and oversees the development, implementation, and maintenance of records management services.

City Expectations:

Certain essential city services are required to be maintained in any civil emergency. Depending upon the type of emergency, any and all employees may be activated as essential employees in the event of an emergency.

Specific Duties and Responsibilities

Essential Functions:

1. Develops and maintains the records management program to ensure compliance with state and federal laws. Responsible for implementing policies and procedures for managing information from creation to final disposition.  Oversees the storage, retrieval, and destruction of paper and electronic records according to laws.  Maintains records to provide documentation of the methodical retention and destruction of records.
2. Coordinates the City’s records imaging program. Performs technical imaging functions and provides support and assistance to system users.
3. Provides assistance and training on records management policies and procedures to records coordinators and/or record clerks.
4. Researches, coordinates, and complies with records requests to ensure efficient and accurate response of requested materials.
5. Organizes, converts, and integrates records for storage. Maintains strict and orderly organization of the City’s record collection with a focus towards digital conversion and management of records.
6. Responsible for preparing, reviewing, implementing, and managing off-site records storage system(s).
7. Responds to inquiries regarding interpretation of policies, procedures, precedents, rules and regulations.
8. Evaluates and recommends software systems to support records management. Collaborates with Information Technology (IT) Department on system improvements for best practices.  Provides technical advice and direction regarding new developments in records management policies and procedures.
9. Accurately and legibly prepares and maintains reports, forms and other required documentation.
10. Responsible for maintaining certification and staying current with all governing regulations and compliance requirements, including best management practices affecting the public sector records management and public records response functions.
11. Work includes the management of multi-media records comprised of traditional paper, film, fiche as well as electronic, digital, video and audio records management systems.
12. Provides assistance and conducts training on records management policies, procedures, software, and technologies to records coordinators and/or record clerks to ensure consistency and best records management practices city-wide. Collaborates and assists city departments to assess the best practice under Florida Records law for the transfer, retention or disposal of records in their possession. 

Responsibilities:

Responsible for the orderly, efficient, effective and economical operation of Records Management Program, Function, and System(s).

Minimum Education and Training

High school graduate or equivalent and one (1) year of experience in electronic records management and administration.  Associates’ or Bachelors’ degree in relevant field of practice preferred.

In addition, the records manager for the Clerk’s Office must possess or work towards obtaining the Certified Records Management (FCRM) or (CRM) certification issued through ARMA, FRMA and/or AIM within one (1) year from date of hire. 

Minimum Qualifications and Standards Required

Skill Requirements:

Extensive knowledge of Florida regulations, codes and statutes used for public records custody, access, and disposition.  Ability to work independently of direct supervision and capable of sustaining regular and predictable attendance.  Knowledge of records management program development, implementation and electronic document retention systems.  Ability to interact with the public in a professional, respectful manner and deal with difficult people with courtesy and self-control.  Ability to communicate effectively; complete all forms and reports legibly and accurately; and read/interpret legal and technical documents.  Ability to establish and maintain effective working relationships with co-workers, supervisors, other City employees and the general public.  Possess a valid Florida Driver’s license, free of any serious violations.

Requires a working knowledge of the current version of the Microsoft Office Professional software suite including proficiency with Word and Excel.  Must have a basic understanding of the current version of the Microsoft Windows operating system.  Familiarity with CentralSquare Software applications based on an iSeries system is preferred.  Working knowledge of current versions of Internet browsers and Microsoft Outlook is also highly recommended.  Ability to learn specific computer applications used in the ­­­­­­­­Department.

For the Clerk’s Office prefer superior knowledge and proficiency using Laserfiche retention software including wordflow and notification processes as well as familiarity with or ability to learn GovQA public records request software.  Also, ability to learn other specific computer applications used for record delivery or storage in the city Departments.

Physical Requirements:

Ability to sit, stand, walk, climb, bend, stoop, reach, lift and carry as required.  Requires finger and wrist dexterity and hand/eye coordination to operate standard office equipment.  Must have good eyesight and hearing with or without aids; and speak clearly and distinctly.  Ability to function in a fast-paced, high-stress environment with multiple priorities.  Reasonable accommodations will be considered for individuals with physical disabilities.

Working Conditions:

Work is performed primarily in an office environment.

Other:

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.