DOS - SUPPORT SERVICES ADMINISTRATOR - SES - 45000285

State of Florida•Tallahassee, FL

2d•$45,060 - $45,567•Onsite

About The Position

This position, titled State Records Center Manager, is responsible for managing the State Records Center activities and operations. The role involves overseeing quality control for reference services, records disposals, and accessioning, making recommendations for procedural modifications, and directing, supervising, and evaluating employee performance. The administrator will also work with agencies to resolve documentation discrepancies, assist with records management issues, and manage monthly billing processes. Additionally, the role includes creating and updating customer user manuals, leading training sessions, preparing reports, maintaining CJIS certification, and performing other related duties as required.

Requirements

Four years of direct work experience or a bachelor’s degree from an accredited college or university.
Two years records management work experience.
Basic computer skills including word processing, spreadsheet, and database software.
Knowledge of Florida public records law.
Knowledge of records management methodology, practices and standards.
Ability to communicate effectively both verbally and in writing.
Ability to use and manage an automated inventory control system.
Ability to manage files and records.
Ability to coordinate individual and staff work assignments.
Ability to complete complex assignments on schedule.
Ability to supervise and evaluate staff.
Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational activities.
Ability to organize data into logical format for presentation in reports, documents and other written materials.
Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work and other activities relating to the improvement of operational practices.
Male applicants born on or after January 1, 1960, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

Nice To Haves

Bachelor’s degree in information science, business administration, history, or archival studies.
Supervisory or team lead experience.
Experience working with records storage.
Experience with electronic inventory management systems.
Experience coordinating employee schedules and shift coverage.
Experience effectively managing interactions and relationships with external customers.
Experience effectively managing interactions and relationships with external vendors.
Completed coursework or workshops in records management or archives outside of a completed degree or certification.
Experience in appraisal of the legal, fiscal, administrative and historical value of public records or in reviewing, analyzing and developing records retention schedules.
Experience in providing technical assistance to government agencies regarding records management issues.
Experience managing a billing and invoicing system.
At least one (1) year full-time experience working in Florida government.
Certified Records Manager.

Responsibilities

Manages the State Records Center activities and operations.
Oversees and ensures quality control for all stages of reference services, records disposals, and records accessioning in accordance with established procedures.
Makes recommendations regarding the modification or establishment of internal procedures.
Directs, supervises and evaluates activities and performance of employees.
Immediately addresses and/or reports personnel issues as appropriate and as required by department policy, rule or law.
Works with agencies to resolve discrepancies in documentation relative to retention schedules, disposition forms and transmittal forms.
Assists agencies with issues related to records management locating hard to find records.
Provides access to transmittals and disposal documentation.
Completes monthly billing at the first of each month and works with staff, customers, and the Department of State’s Finance and Accounting Office to resolve any issues and provide guidance.
Creates and updates customer user manuals for Total Recall and State Records Center procedures.
Leads customer and staff training when inventory software upgrades occur.
Prepares reports and statistical summaries on work status, work statistics and accomplishments.
Regularly informs supervisor of section accomplishments, projects, activities, problems and concerns.
Maintains personal CJIS certification, monitors staff certification status, and ensures that local policies and procedures are updated as necessary.
Performs other related duties as required.