Public Records Specialist

City of Sarasota

8d•$59,219 - $74,789•Onsite

About The Position

Performs various clerical and administrative duties in the department and responds to requests for public records from the public or other stakeholders. Tracks and responds to requests in a timely manner. Performs various tasks relating to the imaging and/or scanning of city records. Responsible for processing inactive files for storage and destruction; and assisting in the development and maintenance of the City's Records and Information Management (RIM) Program.

Requirements

Associate’s Degree in business administration, management, or public administration or related field
Four (4) years of experience working with multi-faceted filing systems and relevant experience in a Windows environment and with Windows based database management systems
Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills, and abilities.
Working knowledge of modern business office methods, procedures, and equipment applicable to public sector governing bodies and organizations.
Knowledge of Florida's Public Records laws and other related regulations and statutes.
Knowledge of modern office procedures, practices, equipment, and computer software applications.
Ability to use written, verbal, electronic and visual communications for effective expression and clarity.
Ability to understand and follow moderately complex oral and written directions; read, analyze, and interpret various data and terminology in the preparation of reports.
Knowledge of federal laws, state statutes and local ordinances as they relate to public records and records management.
Ability to perform duties independently with minimal supervision and make decisions associated with job functions with emphasis in achieving results on City initiatives.
Ability to establish and maintain effective working relationships with City officials, coworkers, and the public.
Ability to learn and adapt to changes in computer software and technology.
Considerable public contact.

Nice To Haves

Knowledge of the creation, maintenance, and utilization of graphics-based image files and/or CD/ROM file formats preferred.
Familiarity with Internet and Intranet use, and various associated applications preferred.

Responsibilities

Assists the Public Records Supervisor in the processing of public record requests from both internal and external customers; performs research and compiles documentation, supportive materials, and reports by gathering and assembling data from various sources; ensures information for distribution is accurate and in keeping with compliance of statutes and exemptions.
Handles incoming public record requests made either in person, by phone, by fax, by mail, or via the online public records portal.
Manages standard, sizable, complex, or non-routine public records requests from within and outside the agency.
Uses independent judgement when interacting with customers and stakeholders to clearly understand the request and to process it in a timely fashion.
Documents and tracks all data relevant to public records requests.
Determines cost estimates in connection with public records requests including non-standard charges that must be evaluated and decided upon.
Collaborates with agency personnel to ascertain the volume and nature of responsive records.
Identifies confidential, exempt, and sensitive information in responsive records and performs redaction of confidential, exempt, and sensitive information by utilizing agency software to identify, organize and redact public records.
Reviews policies, procedures, and manuals to ensure compliance with Florida's public records law.
Remains current on laws, rules and policies potentially impacting public records.
Attends various training opportunities to maintain current awareness of public records laws and other related regulations.
Maintains and operates a records management software application involving the tracking of individual documents, files, and storage boxes; access security; file label generation; multi- location indexing and key word retrieval; and final destruction of public records.
Performs administrative procedures including typing, filing, data entry, researching information and responding to inquiries in addition to managing the Public Records Program.
Assists the General Manager in coordinating imaging of the City's archival, historical, and vital records.
Assists in the maintenance and development of imaging standards and formats for public records, pertaining to record content, within each record series.
Prepares and scans all applicable records in accordance with existing indexing standards and amends and develops new standards as appropriate.