STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- ADMINISTAROR I - 21016417

State of Florida•Bartow, FL

8d•Onsite

About The Position

The Assistant Records Custodian supports the agency’s primary Records Custodian with the organization, maintenance, preservation, retrieval, storage, and tracking of official agency records. The role helps ensure records are maintained in accordance with Florida statutes, state records retention schedules, and agency policies and procedures, and that records are properly secured and accessible to authorized personnel. The position works under the direction of the primary Records Custodian. The role provides administrative and clerical support for records management, including maintaining physical and electronic records, preparing files for storage, retrieving documents, maintaining inventories, and coordinating authorized transfers and disposition. The position is in the Records Department in Bartow, Florida, with a Monday–Friday, 8:00 a.m.–5:00 p.m. work schedule.

Requirements

High school diploma or equivalency and one year of clerical or office experience, or an equivalent combination of training and experience.
Successful completion of college training may substitute for required experience on a year-for-year basis.
Knowledge of general records management principles, filing systems, document control, and records storage procedures.
Ability to follow retention schedules, agency procedures, and instructions concerning records handling and disposition.
Basic knowledge of Florida public records requirements and confidential and exempt information.
Ability to organize, index, retrieve, scan, and maintain physical and electronic records accurately and efficiently.
Ability to maintain accurate inventories, logs, and tracking documentation.
Ability to recognize records management issues requiring review and refer them to appropriate personnel.
Ability to operate computers, scanners, copiers, databases, electronic document management systems, and standard office software.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Effective verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to prioritize assignments, meet deadlines, and work effectively under supervision.
Ability to establish and maintain effective working relationships with agency personnel and external contacts.
Ability to perform the job’s tasks and responsibilities, with reasonable accommodations available for qualified individuals with disabilities.
Pass a comprehensive criminal history background check, including fingerprinting.
Be a U.S. citizen or lawfully authorized to work in the United States.

Responsibilities

Assist the primary Records Custodian with daily administration and maintenance of the agency’s records management program.
Receive, sort, classify, index, file, scan, and maintain official agency records in physical and electronic formats.
Maintain organized filing systems and retrieve documents and information accurately and promptly.
Help maintain records in accordance with Florida statutes, administrative rules, retention schedules, and agency procedures.
Prepare inactive records for transfer to designated storage facilities or approved electronic storage systems.
Maintain records inventories, file indexes, tracking logs, storage documentation, and other records management records.
Retrieve records for authorized agency personnel and document file movement or return as required.
Help locate and gather records responsive to public records requests.
Identify records that may contain confidential, sensitive, or exempt information and refer them for review.
Assist with reviewing records for retention and disposition eligibility and prepare eligible records for potential disposition, ensuring required review and authorization occur before disposal.
Follow instructions regarding litigation holds, subpoenas, audits, investigations, pending public records requests, and other record-preservation requirements.
Document authorized records transfers, archival storage, and destruction or disposition activities.
Help secure and organize records storage areas and protect records from unauthorized access, damage, loss, or misplacement.
Assist with records inventories, audits, compliance reviews, and implementation of records management procedures.
Operate office equipment and electronic records management systems, including scanners, copiers, databases, and document-imaging applications.
Coordinate routine records-related activities with agency personnel and designated records management contacts.
Refer matters requiring approval, including questions about statutory interpretation, public disclosure, retention requirements, and records destruction, to the primary Records Custodian or designated supervisor.
Maintain confidentiality of records and information encountered in assigned duties.
Maintain a valid Florida driver’s license.
Perform related duties as assigned.