Job Title

Job Family

Job Code

Job Exempt

Records Specialist

Seiu_White_Collar

ARM63

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S18

Hourly

$20.28

$25.86

$31.44

Job Description

Performs highly responsible clerical-level work for the City Clerk Office. Processes public records requests, using judgement in routing and fulfilling of requests. Assists in the development, delivery, maintainence, and administration of the City of Orlando’s records management and preservation program, to include microfilmed, electronic, and historical records and artifacts. Efficiently and effectively controls digital retention and dissemination of records. This position requires meticulous attention to detail and a thorough understanding of Florida’s Public Records and Retention laws. An employee assigned to this position must be able to lift at least twenty pounds (20 lbs) and must exercise discretion and tact when responding to requests and when interacting with City staff. Work is performed independently and reviewed by the Records & Cemetery Manager and Deputy City Clerk through observation of results achieved.

Minimum Qualifications:

Associate's Degree and two (2) years experience in general office practices; or an equivalent combination of education, training, and experience. Valid Florida Driver's License required prior to employment. Knowledge of document scanning procedures and microfilm standards desired.

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.

Fulfills public records requests in accordance with City Policy & Procedures.

Accepts public records requests via email, phone, fax, walk-ins and web-based software.

Reviews, routes, researches, coordinates with corresponding departments in order to calculate estimate for staff time and communicates with requester.

Collects payments on public records requests, when required, and ensures documents are ready for release to include protection of exempt and confidential information (redaction).

Sites Florida Statues exemption(s) when appropriate.

Notifies appropriate chain of command of potential sensitive requests.

Confirms documents being released are responsive with customers’ requests.

Monitors status of requests in order to ensure timely responses.

Coordinates with the City Attorney's Office on active or pending litigation cases.

Inputs information into computer databases and updates the information as needed.

Reviews files and regularly edits computer records to maintain latest status and changes.

Scans documents into system and indexes for future retrieval.

Assists in the research of grant opportunities.

Participates in grant writing process, monitors, and track submitted, pending and ongoing proposals.

Performs other duties as may be assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of the State of Florida’s Public Records laws FS 119.071 and Retention laws including but not limited to: Florida Department of State’s retention schedule FS 119.021, Digital Retention Schedule 1B-26.003(5)(f), Florida Administrative Code 1B-26.0021, FL, and City Policy and Procedures

Knowledge of various exemptions for confidential and exempt documents.

Knowledge of what is responsive and what is not responsive when reviewing documents added to a request.

Skilled in time management and the organization of personal work schedule.

Skilled in the preparation of proposals by determining concept, gathering and formatting information, writing drafts, and obtaining approvals.

Skilled in the use of a computer to include Microsoft Office.

Skilled in data collection and data entry.

Ability to read and comprehend high-level documents requiring analysis and logic to gather and interpret responsive records provided by city staff.

Ability to review and redact responsive information according to State guidelines.

Ability to locate information by research.

Ability to review and redact responsive information according to State guidelines.

Ability to maintain records and prepare reports.

Ability to communicate effectively orally and in writing to both the public and private sector.

Ability to work both independently and in a team.

Ability to establish and maintain working relationships with the general public and staff.

Ability to sit and work at a computer for an extended period of time.

Ability to lift 20 or more pounds.