Records Coordinator

City of Casselberry•City of Casselberry, FL

4d•Onsite

About The Position

The Records Coordinator performs specialized records management functions in support of the City Clerk’s Office, following established City policies and procedures. The role provides records management direction and instruction to City departments and serves as the City Clerk’s Office’s primary public contact for public records requests. The Coordinator works under the supervision of the City Clerk and coordinates the identification, maintenance, protection, review, and disposition of records in accordance with City policies and applicable state and federal requirements. The position also provides clerical and administrative support, assists with financial processing and lien search requests, supports training and process improvement, and may perform additional duties for the City Clerk’s Office and Administration Department. During emergencies, the Coordinator participates in City response or recovery efforts and may safeguard City Manager records as assigned.

Requirements

High school education or GED.
At least three years of experience in administrative or clerical support in customer service, municipal service, or a related field; a comparable combination of education and experience may be considered.
Valid Florida driver’s license, which must be maintained; a Motor Vehicle Record check will be conducted.
Florida Department of Law Enforcement background clearance.
Intermediate-to-advanced knowledge of business English, spelling, grammar, and punctuation, and ability to communicate clearly and concisely orally and in writing.
Knowledge of disclosure and non-disclosure rules concerning public records.
Basic-to-intermediate knowledge of legal requirements of local, state, and federal laws relating to records management.
Intermediate-to-advanced ability to use Microsoft Office Suite, such as Word, Excel, and Outlook.
Intermediate-to-advanced ability to use SunGard/Naviline, Laserfiche, SharePoint, or similar utilities, records management, or work management software.
Ability to communicate effectively in person, by phone, and by email, completing duties accurately and in a timely manner.
Ability to handle stressful conditions calmly and professionally.
Ability to establish and maintain effective working relationships with employees and the public.
Skill in organizing resources and establishing priorities.
Ability to work independently while performing detailed work, multitasking, and managing frequent interruptions.
Knowledge of local, state, and federal regulations affecting the work and of departmental rules, policies, and procedures.
Ability to operate a motor vehicle.
Ability to support the City of Casselberry’s mission, core values, and vision.

Responsibilities

Provide clerical and administrative support to the City Clerk’s Office.
Scan and maintain public records in Laserfiche, verifying images for completeness and compliance with the City’s records management program and Chapter 119, F.S.
Maintain official record-copy files and permanent historical City documents.
Assist with classification, indexing, and cross-referencing of documents maintained by the City Clerk’s Office and other departments.
Assist departments with disposition and destruction of records that have met retention requirements under City policies and state records schedules.
Receive and acknowledge public records requests; coordinate and distribute records requests; and review documents for proper redaction before release.
Ensure public records requests are handled promptly and in accordance with Florida public records law and City policies.
Coordinate and facilitate employee training on public records policies, records maintenance and disposition, and Laserfiche and NextRequest software.
Develop work procedures and processes to improve the efficiency of the City’s records management system.
Perform special projects as required by the City Clerk.
Assist with processing lien search requests.
Prepare purchase orders and requisitions, process invoices for payment, and reconcile expenses.
Perform duties consistently with City core values and City and Department policies; follow safe work practices and applicable laws, regulations, and policies.
Provide assistance to the City Clerk’s Office and Administration Department as needed.
Transcribe meeting minutes and correspondence; compose routine correspondence; and compile reports and documents.
Follow instructions provided by the City Manager or designee; participate in department and staff meetings and related activities.
Complete required or assigned training on time and apply acquired knowledge and skills.
Maintain, preserve, retain, and dispose of public records according to FS Chapter 119.
Participate as a City staff member in emergency response, disaster preparation, or disaster recovery efforts as assigned; safeguard City Manager records in an emergency if assigned.