Job Description

GENERAL DESCRIPTION

The Records and Information Management Specialist serves as the primary contact for all public records requests and works in unison with all departments to coordinate the initiative to become paperless. This position will be responsible for the scanning, collection, classification, retrieval and retention of records, and documents based on the official records retention schedule. Key responsibilities include ensuring legal and regulatory compliance, managing storage and retrieval, training staff, and handling sensitive information securely in accordance with local, state, and federal records management rules, regulations and statutes. This position reports directly to the Director of HR & Risk Management.

ESSENTIAL JOB FUNCTIONS

Develop company’s electronic documents management and records classification system.

• Implement retention and disposal processes in accordance with GS1-SL retention schedule.
• Maintains confidentiality and security of all data, documents, and files in accordance with data practice rules and requirements.
• Serves as Retention Management Liaison Officer (RMLO) and send in annual compliance statement to State of Florida.
• Collaborates with all departments to classify, code, cross-reference, log records in order to transition traditional records management system to an electronic records management system.
• Assists other departments with records review, GS1–SL retention schedule questions and scanning projects.
• Develops and interprets policies and procedures related to traditional and electronic records management and public records compliance: and interacts and coordinates with staff to standardize, update and implement best records management practices.
• Participates in the development and maintenance of quality control procedures by recommending guidelines for handling documents as they move through the system.
• Develops training materials and conducts training as required to ensure consistency and best records management practices -wide: and provides technical advice and direction regarding new developments in records management and records policies and procedures.
• Interacts with staff at all levels to provide guidance, recommendations, projections, and implementation options.
• Maintains current knowledge of all laws and best management practices affecting the public sector records management and public records compliance with F.S. 119 requirements.
• Provides exceptional customer assistance, problem-solving, and/or complaints by all forms of communication.
• Attends and participates in professional group meetings; stay abreast of new trends and innovations in the fields of business and public administration and issues related to field of expertise, maintains certifications; attends continuing professional education, seminars and conferences.
• Performs other duties as assigned.

ESSENTIAL MINIMUM EDUCATION AND EXPERIENCE

A bachelor’s degree from an accredited college or university in business administration, public

administration, or other related area of study is desirable along with two to three years of related work experience. Advanced proficiency with Microsoft Office Suite and SharePoint. Certified Records Manager

(CRM) training or certification is preferred.

The ideal candidate will have experience in the oversight and/or direct participation transitioning from a paper environment to a digital environment and understands the nuances involved in the transition including how to maintain digital record management for a governmental agency.

When considering new job applicants, a comparable amount of training and experience may be substituted in lieu of some of the minimum qualifications.

ESSENTIAL KNOWLEDGE, ABILITIES, AND SKILLS

Must possess:

• Ability to incorporate and employ on a continuous basis: initiate change, creativity, collaboration, pride and accountability.
• Strong attention to detail and organizational skills
• Thorough knowledge of electronic data and document lifecycle management software, systems and techniques.
• Thorough knowledge of traditional records lifecycle management systems and techniques.
• Strong knowledge of Florida’s public-sector records management laws.
• Advanced level skill in the use of standard and specialized office computer equipment and software applications.
• Excellent analytical and research skills, with the ability to ascertain priorities and meet deadlines and objectives.
• Strong work ethic with excellent organizational and interpersonal skills. Ability to integrate existing systems, processes and practices with new technology to create best management practices.
• Skilled to communicate clearly, effectively, tactfully, both orally and in writing, with patience in person and on the phone to include public speaking.
• Ability to interface and communicate with vendors, consultants and other City, County and State agencies effectively and efficiently.
• Self-starter with demonstrated leadership and managerial skills to exercise judgment and discretion in applying and overseeing the Records Management program.
• Ability to make recommendations and to use resourcefulness and tact in solving problems.
• Ability to establish and maintain effective working relationships.
• Ability to provide internal/external guidance and customer assistance via all forms of communication.

NECESSARY SPECIAL REQUIREMENTS

May require announced or unannounced overtime work and the ability to respond to call-out during non-working hours or emergencies. A valid State of Florida Driver License is required.

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