Job Title

Job Family

Job Code

Job Exempt

Records Specialist Senior

Seiu_White_Collar

ARM66

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S16

Hourly

$22.61

$28.83

$35.05

Job Description

Performs responsible clerical and professional-level work processing high-level public records requests while exercising judgment in routing requests. Interacts directly with City Attorneys, Public Information Officers, the Press Secretary, and Executive Management. Has meticulous attention to detail and a thorough understanding of the State of Florida’s Sunshine law and valid exemptions. Responsible for viewing police documents that sometimes contain graphic and gory images. Exercises discretion and tact when responding to requesters (including media) and interacting with City staff. Work is performed independently and reviewed by the Records & Archives Supervisor and Deputy City Clerk through the observation of results achieved.

Minimum Qualifications:

Associate's Degree with an emphasis on legal, police studies, public administration, or political science, with two (2) years experience in police-related records requests or an equivalent combination of education, training, and experience. Valid Florida Driver's License required. Experience with records request software 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, calculates estimates for staff time and communicates with requester.

Collects fees, payments and ensures documents are ready for release to include protection of exempt and confidential information (redaction).

Notifies appropriate senior management of potential sensitive requests.

Confirms documents being released match customers’ requests.

Monitors overdue requests, reviews audio and video recordings that may contain items of graphic nature.

Coordinates with legal on active or pending litigation cases.

Ensures protection of undercover officers is maintained.

Sites Florida Statutes exemption when appropriate.

Coordinates with Press Secretary and other Public Relations Officers on media requests.

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.

Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of various exemptions for confidential and exempt documents.

Knowledge of public records requests rules and regulations to include Florida State Statutes and City policy and procedures.

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

Ability to maintain records and prepare reports.

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

Ability to locate information by research.

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

Ability to lift 20 or more pounds.