Records Manager jobs in Tallahassee, FL

Starting placement will generally not exceed 15% of the advertised initial salary range and is based on qualifications, experience, and internal equity. 

GENERAL DESCRIPTION OF DUTIES

The primary purpose of this position is to manage the paper and electronic records of the County Attorney's Office and to facilitate and coordinate the County's response to public records requests.

NOTE:  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the   job description nor the JDQ constitutes an employment agreement.  Both are subject to change as the needs of the County and requirements of the job change.

ESSENTIAL DUTIES

Facilitates and coordinates the county's response to public records requests.   Acknowledges receipt of public records requests and forwards same to the appropriate divisions for review and response back to the County Attorney's Office. Coordinates with other divisions to ensure that all responsive records are timely provided to the requester. Maintains a working knowledge of applicable policies and procedures regarding processing public records requests. Maintains a working knowledge of statutory public records exemptions; reviews and redacts exempt information from records, except for those records related to matters involving litigation, which shall be reviewed by the Sr. Paralegal.  Maintains the contents of paper and electronic public records request files and updates files in a timely manner.  

Manages the county attorney's office's files in accordance with established policies and procedures and statutory retention schedules.  Reviews existing paper files to determine which files are ready for destruction in accordance with County policies and procedures and the State of Florida's General Records Schedule GS1-SL for State and Local Government Agencies. Makes arrangements to have the eligible files destroyed and manages the destruction process in its entirety.  For those paper files not ready for destruction, scans, uploads, and otherwise saves the files contents to the appropriate file in the electronic document management system.  Double checks that the documents have been properly uploaded, and then destroys the paper files.  Monitors removal and return of paper files from the file room during the scanning process.  Updates each file's status in the electronic document management system as it changes-open, closed, destroyed, including certificate of destruction numbers.  Enters a review date in the electronic document management system when a new file is opened and reviews the file on that date for possible destruction.  Maintains Excel spreadsheets of closed and destroyed files, including certificate of destruction numbers.  Serves as the county Attorney's Office's Records Management Liaison Officer with the County's Division of Facilities Management. 

Interacts with County staff and the public. Interacts with individuals in a pleasant and professional manner. Answers incoming telephone calls and greets visitors to the office. Knows when to respond to inquiries made by County staff and the public and when to forward inquiries to an attorney for response. Responds to inquiries in a timely manner.

Effectively and efficiently operates personal computer, other office machines, and software. Maintains a working knowledge of the assigned personal computer and other office equipment, as well as all software assigned to this position, and informs supervisor when training is needed.

OTHER IMPORTANT OR MARGINAL DUTIES

Responds to inquiries of staff and the public.  Check-out files to staff, as well as to other individuals as approved by the Legal Administrator or an Attorney, and monitors location of all files.  Retrieves information from files.

DIFFICULTY

Work involves the application of office and county policies and procedures, as well as interpreting provisions of the Florida Statutes under the supervision of an attorney. Decisions focus on day-to-day activities within the County. Decisions made at this level help to ensure that daily activities proceed smoothly and therefore help to move the County toward reaching a strategic goal. They have short-term consequences. 

RESPONSIBILITY

Supervision Received

The supervisor makes assignments by defining objectives, priorities, and deadlines, and assists the employee with unusual situations that do not have clear objectives. The employee plans and carries out successive steps and resolves problems and deviations in accordance with instructions, policies, and accepted practices. The supervisor reviews the work for technical adequacy and conformance with practice and policy. Employee must be autonomous. 

Supervision of Others

None.

INTERNAL AND EXTERNAL CUSTOMER CONTACT

Employee has contact with staff internally, board staff, and staff of constitutional offices.  Work with contacts involves responding to requests to pull files, open and close files, and to public records requests.   

EQUIPMENT AND TOOLS USED

Items include personal computer, Microsoft Suite, Adobe Acrobat Pro and County Law Management System.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work mainly indoors seated in a chair, using a computer.

KNOWLEDGE, SKILLS, ABILITIES

Knowledge of filing and electronic document management systems in general; working knowledge of the State of Florida's statutes regarding public records requests and exemptions, as well as Florida's general records schedules; ability to work independently, organize and prioritize assignments, and meet deadlines; ability to know when legal advice or opinion is being requested so that it is not inadvertently provided by this non-lawyer position; ability to follow through on assignments without direct and constant supervision and with attention to detail; ability to deal effectively and courteously with County staff and the public; extensive knowledge of Business English, spelling, grammar and punctuation. Ability to perform basic mathematical calculations, willingness to learn new software, and ability to type 50 cwpm.

MINIMUM QUALIFICATIONS

Requires graduation from an accredited community college with an Associate’s degree in Records Management, Legal Services, Office Administration, General Studies, or a related field and one year of progressively responsible experience in records management and responding to public record requests preferred. Four years of progressively responsible experience in records management and responding to public record requests may substitute for degree. Florida Certified Record Manager certification preferred or must be attained upon hire.  

Necessary Special Requirements:

None.

Selection Guidelines:

Formal application, rating of education and experience; oral interview and reference check, and drug testing.

FLSA STATUS: Non-Exempt. Work involves maintaining and establishing automated and computer files.

Revision History:   October 1, 2003; December 8, 2005; June 23, 2021; February 9, 2024.