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

State of Florida•Bartow, FL

8d•Onsite

About The Position

The Assistant Records Custodian supports the agency’s primary Records Custodian in organizing, maintaining, preserving, retrieving, storing, and tracking official agency records in accordance with Florida statutes, state records retention schedules, and agency policies. The role provides administrative and clerical support for physical and electronic records, including preparing files for storage, retrieving requested documents, maintaining inventories, and coordinating authorized records transfers and disposition. The position works under the direction of the primary Records Custodian and helps ensure records are accurately maintained, properly secured, and accessible to authorized personnel. The position is in the Records Department of the Office of the State Attorney, 10th Judicial Circuit, located in Bartow. The stated work schedule is Monday through Friday, 8 a.m. to 5 p.m. Salary is commensurate with qualifications.

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 the 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 records retention schedules, agency procedures, and records handling and disposition instructions.
Basic knowledge of Florida public records requirements and the importance of maintaining 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.
Valid Florida driver’s license.
Ability to perform the physical, developmental, and mental tasks of the position; reasonable accommodations may be made for qualified individuals with disabilities.
Applicants considered for employment must pass a comprehensive background check, including fingerprinting.
Must 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 records in physical and electronic formats.
Maintain filing systems and assist with accurate, timely retrieval of documents and information.
Assist in maintaining records under applicable Florida statutes, administrative rules, retention schedules, and agency policies.
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.
Prepare records for potential disposition and ensure they are not disposed of without required review and authorization.
Follow preservation instructions related to litigation holds, subpoenas, audits, investigations, pending public records requests, and other 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 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.