Public Records Specialist

City Auditor and Clerk

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.

Minimum Qualifications

• Associate's Degree in business administration, management, or public administration or related field
• Four (4) years of experience working with multi- faceted filing systems and relevant experience in a Windows environment and with Windows based database management systems
• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills, and abilities.

Job Based Competencies

• Working knowledge of modern business office methods, procedures, and equipment applicable to public sector governing bodies and organizations.
• Knowledge of Florida's Public Records laws and other related regulations and statutes.
• Knowledge of modern office procedures, practices, equipment, and computer software applications.
• Ability to use written, verbal, electronic and visual communications for effective expression and clarity.
• Ability to understand and follow moderately complex oral and written directions; read, analyze, and interpret various data and terminology in the preparation of reports.
• Knowledge of federal laws, state statutes and local ordinances as they relate to public records and records management.
• Ability to perform duties independently with minimal supervision and make decisions associated with job functions with emphasis in achieving results on City initiatives.
• Ability to establish and maintain effective working relationships with City officials, coworkers, and the public.
• Knowledge of the creation, maintenance, and utilization of graphics-based image files and/or CD/ROM file formats preferred.
• Familiarity with Internet and Intranet use, and various associated applications preferred.
• Ability to learn and adapt to changes in computer software and technology.
• Ability to work flexible hours.

Responsibility

Under the direction of and responsible to the City Auditor and Clerk or designated representative. Usually, no supervision exercised. On a limited basis, may direct and assign the work of clerical employees or supervise the preparation and completion of various projects as delegated.

Physical Requirements

This position is office work that requires exerting up to 25 pounds of force occasionally and up to 10 pounds of force frequently. Position requires walking, stooping, bending, reaching, and standing for short periods of time. Tasks may require prolonged periods of sitting with visual and auditory concentration to include visual acuity for reviewing, checking, preparing, and maintaining written and computer files and sufficient hearing to accurately perceive information at normal spoken word levels. Requires ability to speak and/or signal people to convey and exchange information and communicate effectively and efficiently. Manual dexterity to operate standard office, data entry and other office equipment is required.

Public Contact

Considerable public contact.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at View email address on click.appcast.io or via phone at View phone number on click.appcast.io.

For questions pertaining to general employment or job application status, please call View phone number on click.appcast.io, or email View email address on click.appcast.io