Records Manager

St Lucie County Sheriff's Office•Fort Pierce, FL

6d•Onsite

About The Position

This position is essential and is required to report to duty before, during, and immediately after a civil emergency. Under the general direction of the assigned Bureau Director or designee, the Records Manager plans, organizes, directs, and oversees the operations of the St. Lucie County Sheriff’s Office (SLCSO) Records Division, including Public Records, Digital Records, Criminal Justice Information Services (CJIS) compliance, and Court Liaison functions. The position is responsible for ensuring the integrity, security, accessibility, and lawful dissemination of agency records while maintaining compliance with federal, state, and local laws, Florida Department of Law Enforcement (FDLE) requirements, FBI Criminal Justice Information Services (CJIS) Security Policy, Florida Public Records Law, and SLCSO policies and procedures. The Records Manager provides strategic leadership and supervision to civilian staff and program coordinators, develops operational policies and procedures, oversees records retention and information governance, manages public records compliance, and coordinates court-related records processes. The position collaborates with agency leadership, criminal justice partners, the Clerk of Court, the State Attorney's Office, defense attorneys, technology staff, and external agencies to ensure efficient information management, legal compliance, and exceptional public service. The Records Manager serves as the agency's designated Records Management Liaison Officer (RMLO) in accordance with the Florida Department of State, Division of Library and Information Services. In this capacity, the Records Manager oversees the agency's records management program, authorizes the disposition and destruction of public records in accordance with approved retention schedules, and certifies the agency's annual Records Management Compliance Statement to the Florida Department of State, ensuring compliance with all applicable records retention laws and regulations.

Requirements

Must pass a comprehensive background and character investigation, medical examination, drug screening, and polygraph examination; fingerprinting will be required.
Associate degree in Criminal Justice, Public Administration, Business Administration, Information Management, Records Management, or a closely related field required.
Five (5) years of progressively responsible experience in law enforcement records management, public records administration, criminal justice records, or a related field.
Three (3) years of supervisory or lead experience.
Experience supervising a law enforcement Records Section, Florida criminal justice records systems and public records administration, and agency accreditation processes.
If applicant served in the military, an honorable discharge is required.
Possession of a valid State ID or Florida driver's license and maintenance of a clean driving record are required.
Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) Certification or ability to obtain within the required timeframe.
Knowledge of Florida Public Records Law and applicable exemptions.
Knowledge of Florida records retention schedules and records disposition requirements.
Knowledge of Criminal justice records management principles and best practices.
Knowledge of FDLE, FBI, CJIS, FCIC/NCIC, UCR, FIBRS, and NIBRS reporting requirements.
Knowledge of Law enforcement records management systems (RMS) and electronic document management systems.
Knowledge of Modern supervisory principles, employee development, and performance management.
Knowledge of Office administration, budgeting, project management, and operational planning.
Knowledge of Applicable federal, state, and local laws governing criminal justice information.
Knowledge of Accreditation standards applicable to law enforcement records management.
Knowledge of CJIS Security Policy, FCIC/NCIC requirements, and criminal justice information systems.
Knowledge of Court operations, judicial processes, and criminal justice records management.
Knowledge of Florida Department of State records retention schedules, records disposition requirements, and the statutory responsibilities of a Records Management Liaison Officer (RMLO).
Skill in Supervising and leading personnel.
Skill in Managing multiple priorities in a fast-paced environment.
Skill in Interpreting and applying laws, regulations, policies, and procedures.
Skill in Reviewing complex records for accuracy and legal compliance.
Skill in Conducting research, data analysis, and preparing reports.
Skill in Developing policies and operational procedures.
Skill in Operating records management software and Microsoft Office applications.
Skill in Providing exceptional customer service while handling sensitive information.
Ability to Exercise sound judgment and maintain strict confidentiality.
Ability to Interpret complex legal requirements affecting public records.
Ability to Organize and prioritize multiple projects and deadlines.
Ability to Analyze operational issues and develop practical solutions.
Ability to Communicate effectively, both verbally and in writing.
Ability to Establish and effective working relationships with employees, government agencies, courts, and the public.
Ability to Lead organizational change and implement process improvements.
Ability to Train, mentor, and evaluate staff.
Ability to Maintain accuracy while working with highly confidential and sensitive information.
Ability to Lead multiple operational units simultaneously while maintaining legal and regulatory compliance.
Ability to Interpret and apply complex federal and state laws governing criminal justice records and public information.
Ability to Manage organizational change, implement technology improvements, and improve operational workflows.

Nice To Haves

Bachelor's degree in Criminal Justice, Public Administration, Business Administration, Information Management, or a related field preferred.

Responsibilities

Plans, directs, organizes, and oversees the daily operations of the Records Section, including Public Records, Digital Records, CJIS Coordination, and Court Liaison functions.
Supervises, mentors, evaluates, and develops supervisory and civilian personnel; establishes work priorities and ensures operational efficiency.
Develops, implements, and updates division policies, procedures, workflows, and quality assurance standards.
Establishes performance expectations and monitors operational metrics to improve efficiency, customer service, and regulatory compliance.
Participates in strategic planning, budgeting, staffing, and technology initiatives affecting records management operations.
Oversees compliance with Chapter 119, Florida Statutes, ensuring timely, accurate, and lawful responses to public records requests.
Ensures confidential, exempt, and protected information is properly reviewed and redacted prior to release.
Serves as the agency's subject matter expert regarding Florida Public Records Law and records retention requirements.
Coordinates responses to subpoenas, court orders, legal requests, and records-related inquiries.
Oversees the maintenance, organization, security, retention, and retrieval of electronic records and digital documents.
Directs records retention, archival, digitization, destruction, and information governance programs in accordance with state retention schedules.
Works closely with Information Technology staff regarding Records Management Systems (RMS), electronic document management systems, digital workflows, and technology improvements.
Oversees the agency's CJIS Coordinator and ensures compliance with FBI CJIS Security Policy, FCIC/NCIC regulations, and FDLE requirements.
Ensures required CJIS audits, validations, security awareness training, user access reviews, and compliance documentation are completed.
Coordinates with Information Technology personnel regarding CJIS security requirements and system access controls.
Oversees Court Liaison operations to ensure timely coordination between the Sheriff's Office, Clerk of Court, State Attorney's Office, Public Defender's Office, judiciary, and other criminal justice partners.
Ensures court documents, subpoenas, warrants, judicial notices, and related records are processed accurately and efficiently.
Resolves complex procedural issues affecting court-related records and communications.
Ensures agency records comply with FDLE reporting requirements, CJIS regulations, Florida Statutes, accreditation standards, and agency policies.
Oversees quality assurance reviews of reports and records to ensure completeness, accuracy, and consistency.
Coordinates records-related accreditation proofs and assists during accreditation assessments.
Develops corrective action plans when deficiencies or compliance concerns are identified.
Serves as liaison with courts, prosecutors, public defenders, law enforcement agencies, governmental organizations, and members of the public.
Provides guidance to agency personnel regarding records management procedures, legal requirements, and records retention.
Responds to complex customer concerns and records-related issues requiring managerial review.
Prepares reports, statistical analyses, presentations, and management recommendations.
Monitors legislative changes affecting records management and implements necessary operational changes.
Serves as the Sheriff's Office designated Records Management Liaison Officer (RMLO) in accordance with Florida Department of State requirements.
Reviews and authorizes the lawful destruction of public records in accordance with approved retention schedules and applicable Florida Statutes.
Signs and certifies all records destruction documentation on behalf of the Sheriff's Office.
Prepares, certifies, and submits the agency's annual Records Management Compliance Statement to the Florida Department of State.
Provides guidance to agency personnel regarding records retention requirements, records disposition, and records management best practices.
Coordinates with division representatives to ensure agency-wide compliance with records retention schedules and documentation requirements.
Responds during emergencies and disasters as assigned.
Performs other related duties as assigned.
May be subject to random drug testing.