Public Records Specialist

About the role

Performs various clerical and administrative duties in the department and responds to requests for public records from the public or other stakeholders. Tracks and responds to requests in a timely manner. Performs various tasks relating to the imaging and/or scanning of city records. Responsible for processing inactive files for storage and destruction; and assisting in the development and maintenance of the City's Records and Information Management (RIM) Program. Essential Functions Assists the Public Records Supervisor in the processing of public record requests from both internal and external customers; performs research and compiles documentation, supportive materials, and reports by gathering and assembling data from various sources; ensures information for distribution is accurate and in keeping with compliance of statutes and exemptions. Handles incoming public record requests made either in person, by phone, by fax, by mail, or via the online public records portal. Manages standard, sizable, complex, or non-routine public records requests from within and outside the agency. Uses independent judgement when interacting with customers and stakeholders to clearly understand the request and to process it in a timely fashion. Documents and tracks all data relevant to public records requests. Determines cost estimates in connection with public records requests including non-standard charges that must be evaluated and decided upon. Collaborates with agency personnel to ascertain the volume and nature of responsive records. Identifies confidential, exempt, and sensitive information in responsive records and performs redaction of confidential, exempt, and sensitive information by utilizing agency software to identify, organize and redact public records. Reviews policies, procedures, and manuals to ensure compliance with Florida's public records law. Remains current on laws, rules and policies potentially impacting public records. Attends various training opportunities to maintain current awareness of public records laws and other related regulations. Maintains and operates a records management software application involving the tracking of individual documents, files, and storage boxes; access security; file label generation; multi- location indexing and key word retrieval; and final destruction of public records. Performs administrative procedures including typing, filing, data entry, researching information and responding to inquiries in addition to managing the Public Records Program. Assists the General Manager in coordinating imaging of the City's archival, historical, and vital records. Assists in the maintenance and development of imaging standards and formats for public records, pertaining to record content, within each record series. Prepares and scans all applicable records in accordance with existing indexing standards and amends and develops new standards as appropriate. The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.