Job Title

Job Family

Job Code

Job Exempt

Records & Cemetery Manager

Non_Bargaining

AIM68

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB112

Salary

$31.59

$40.29

$48.98

Job Description

Performs responsible, technical, and supervisory work managing the daily operations of City-wide Records and Archives Section and Greenwood Cemetery. Coordinates the development of records retention schedules. Supervises the storage, retrieval, and destruction of records. Provides micrographic services for all City of Orlando departments. Oversees the development and implementation of a long-range master plan for the operation and development of Greenwood Cemetery. Promotes facility usage, inspects the facility, enforces rules, monitors and reports collection of revenues, prepares reports, and administers contracts.

Minimum Qualifications:

Bachelor's Degree in Business Management or related field and at least four (4) years related experience; or an equivalent combination of education, training, and experience. Valid Florida Driver's License and Notary Public required.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Plans, schedules, and coordinates the receipt, retention, storage, disposal, scanning, and microfilming of records in accordance with City policies, ordinances, and applicable laws. Monitors retention schedules and destruction requests to ensure compliance with established guidelines.

Establishes and maintains document descriptions such as lists, indexes, and other retrieval aids for microfilmed records and historical documents; directs filing and cross-indexing of documents; and ensures security of all records.

Consults with user departments regarding their records management needs. Analyzes current filing systems and recommends new and/or revised systems and methods to control records storage and retrieval costs.

Develops and/or participates in the design of manual and automated records management systems.

Supervises the research, retrieval, and release of information and records in accordance with applicable laws.

May testify in court as custodian of City records. Directs the distribution of City Code books and supplements.

Oversees the preparation of invoices and preparation of cash reports for monies received.

May operate various scanning/micro graphic equipment.

Compiles data and prepares various reports as requested by management.

Assigns and reviews the microfilming, filming, storage, and destruction of records; trains employees in safety and work methods; evaluates employee performance; and initiates personnel actions such as employment, discipline, etc.

Develops and implements training programs for records/information staff and user departments to ensure the proper retention and disposal of records.

Acts as a liaison for City departments and state archival officials; establishes and provides retention and disposal standards and schedules for records; and advises City officials on record retention, storage and disposal, and micro form design.

Oversees the daily operations of Greenwood Cemetery. Develops; implements long-range master plan for the operation and development of the cemetery; promotes facility usage; inspects facility; enforces rules; monitors and reports collection revenues; and approves invoices for payment.

Supervises the work of cemetery employees in the maintenance and upkeep of cemetery grounds and buildings.

Responds to citizen complaints and inquiries; initiates corrective action as needed; and keeps managers apprised of unusual situations and results of actions taken.

Performs professional-level work; plans, executes, and finalizes projects according to strict deadlines and within budget; acquires resources such as grants; and coordinates the efforts of team members/third-party contractors/consultants in order to deliver projects according to plan.

Prepares proposals by conducting research and gathering internal/external data to support grants.

Monitors and evaluates the successful completion of grants.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of laws and ordinances governing retention and destruction of records.

Knowledge of automated records and information systems, principles, and practices.

Knowledge of state regulations governing the standards and requirements for archiving records.

Knowledge of operations services and activities of a cemetery program.

Knowledge of occupational hazards and safety practices necessary in the area of cemetery operations.

Knowledge of budget preparation and control.

Knowledge of current laws, regulations, and City policies pertaining to records and cemetery management.

Skilled in the processing of digital scanning operations and preparing for microfiche equipment.

Skilled in the safe use of chemicals and fumes used in cemetery operations.

Skilled in the use of computers, scanning equipment, office equipment, and maintenance machinery used in cemetery operations.

Ability to supervise, plan, and coordinate the work of assigned employees.

Ability to communicate effectively, both orally and in writing, with citizens, media reps, and City staff.

Ability to plan, coordinate, and organize various activities to include micrographic, records storage, retrieval, and/or destruction for City and cemetery records.

Ability to analyze problems; to plan; and to develop alternatives and solutions.

Ability to establish and maintain effective working relationships with City staff, citizens, and media reps.

Ability to supervise, plan, and coordinate efficient cemetery operations.

Ability to lay out graves, spaces, and markers.

Ability to hear, listen, speak, and exercise tact, compassion, and diplomacy in dealing with bereaved families and clients, funeral directors, and clergy.

Ability to sit, stand, and walk for long periods of time.

Ability to work weekends.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.