Records Retention Specialist
Title: Records Retention Specialist
Department: Clerk’s Office
Supervisor: District Clerk/ Sr. Manager of Administration
Internal Candidates – March 29, 2023
Candidates – Open until filled
POSITION SUMMARY:
Responsible for organizing all District records and ensuring compliance with State and statutory requirements and guidelines pertaining to proper access, inspection, and disposition of records. Provides administrative, complex and diversified support, including the scanning, maintenance and retrieval of records. All work performed under general supervision of the District Clerk.
ESSENTIAL DUTIES & RESPONSBILITIES:
- Maintains the District records including scanning and filing of documents in compliance with all statutory requirements and completes the annual records destruction.
- Assists the District Clerk with managing the City’s electronic documents; content management program; creates and updates policies and procedures for use of the Records Management Program
- Assist with scheduling and coordinating disposal of records District-wide according to State guidelines.
- Assist with public records requests as needed.
- Maintain database of onsite records inventory and performs quality checks to ensure compliance with records retention laws and standards.
- Assist in the development of regulations, standards, and procedures relating to records management.
- Acts as the record liaison to all District departments and coordinate meetings with departments to identify and address records retention and destruction schedules in accordance with State, City, and statutory requirements.
- Provides training to staff regarding records management, public records law and implementation of policies and procedures; provides training to system users regarding electronic imaging/content managing software; creates procedural documentation to assist users.
- Performs indexing, tracking official records, agreements, compiles and distribute recorded documents, ordinances, resolutions and proclamations.
- Organizes and prepares files of official records and department records for the document imaging process including ordinances, resolutions, agreements, deeds, liens, performance bonds, minutes and agendas.
- Maintains an active membership in records management professional organizations to maintain a sound understanding of records developments.
- Serve as back up to the District Clerk and PIO.
- Provides Notary Public services.
- Assist with events, activities, programs, as required.
- Performs general/clerical tasks, which may include typing documents, making copies, sending/receiving faxes, or processing incoming/outgoing mail.
- Performs other duties as assigned.
Knowledge, Skills and Abilities Requirements:
Knowledge of:
- Current Florida Public Records laws and new products, technologies, trends, and advances in the records management profession.
- Office terminology, methods, practices, and procedures.
- Information systems, spreadsheets, and computer software including Microsoft Word, Excel, PowerPoint, and Publisher.
- Departmental and municipal rules, regulations, policies and procedures.
- Business English, grammar, punctuation and spelling; the application of such to a variety of formats and styles, and editing principles and techniques.
- Record keeping systems.
- Customer Service Procedures
Ability to:
- Obtain and maintain Notary Public designation.
- Organize, set priorities, and maintain confidentiality.
- Work independently on complex and confidential assignments and analyze a wide variety of data.
- Develop and implement policies and procedures.
- Prepare reports, memoranda, letters, recommendations, and other documents.
- Manage and supervise to foster team building and trust as records liaison.
- Maintain confidential and sensitive information demonstrating a high degree of professional integrity.
- Plan and organize work assignments and resources to provide timely, effective and efficient operations.
- Identify issues, generate and evaluate alternate solutions and make sound recommendations.
- Maintain a professional and courteous demeanor.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with co-workers, public agencies, vendors and the general public.
- Maintain high standards for professional and ethical conduct.
- Interpret, apply and adhere to State and City regulations and policies.
- Maintain clear, concise, and accurate records.
- Follow safety rules and regulations of the Department and the District.
- Support the Department’s and Ports Mission, Values, and Goals.
Education and Experience Requirements:
- Accredited High school diploma or equivalent required, Associate’s degree preferred.
- Minimum of two (2) years ’of professional experience maintaining filing systems and records for a governmental agency; or an equivalent combination of education, training and experience that meets the minimum requirements.
- Certified Records Manager (CRM) designation highly desired.
- Must obtain a Notary Public within six (6) months of employment.
- Possess and maintain a valid Florida Driver's license.
Physical Requirements/Working Conditions:
- Frequent hand and finger manipulation to use computer keyboards and office machines.
- Primary working conditions are typical for an indoor/office environment requiring sitting for an extended period of time; frequent use of computers and standard office equipment.
- Regularly walk, sit, stand reach with hands and arms, and talk and hear.
- Occasionally kneel, bend, crouch, and lift and/or carry office equipment, and boxes up to 15 pounds.
- Specific vision abilities including close vision, distant vision, color vision, peripheral vision, depth perception and ability to adjust focus.
- Occasional driving to various sites.
Tools and Equipment Used:
- Computer/printer/various software programs
- Telephones/Fax machines/Calculator/Scanner/Copier
Equal Employment Opportunity
The Port is an equal opportunity employer. The Port is committed to the spirit and letter of all federal, state and local laws and regulations pertaining to equal opportunity. To this end, the Port does not discriminate against any individual with regard to race, color, religion, sex, national origin, age, disability, genetic information, marital status, pregnancy, veteran status, sexual orientation, gender identity or expression, or other protected status including same sex marriages. Employees with same sex marriages are entitled to the same benefits and equality as all employees This Policy extends to all terms, conditions and privileges of employment, as well as the use of all Port facilities. No form of unlawful discrimination, including unlawful harassment, will be tolerated.
Valid Florida Driver’s license, security background check, drug, alcohol, and health screenings are required as condition of promotion or employment.
**Potential candidates must complete an application and forward completed application to the Port’s Human Resources Department.