Records Manager

Records Manager

This position is essential and is required to report to duty before, during, and immediately after a civil emergency.

Under the general direction of the assigned Bureau Director or designee, the Records Manager plans, organizes, directs, and oversees the operations of the St. Lucie County Sheriff's Office (SLCSO) Records Division, including Public Records, Digital Records, Criminal Justice Information Services (CJIS) compliance, and Court Liaison functions. The position is responsible for ensuring the integrity, security, accessibility, and lawful dissemination of agency records while maintaining compliance with federal, state, and local laws, Florida Department of Law Enforcement (FDLE) requirements, FBI Criminal Justice Information Services (CJIS) Security Policy, Florida Public Records Law, and SLCSO policies and procedures.

The Records Manager provides strategic leadership and supervision to civilian staff and program coordinators, develops operational policies and procedures, oversees records retention and information governance, manages public records compliance, and coordinates court-related records processes. The position collaborates with agency leadership, criminal justice partners, the Clerk of Court, the State Attorney's Office, defense attorneys, technology staff, and external agencies to ensure efficient information management, legal compliance, and exceptional public service.

The Records Manager serves as the agency's designated Records Management Liaison Officer (RMLO) in accordance with the Florida Department of State, Division of Library and Information Services. In this capacity, the Records Manager oversees the agency's records management program, authorizes the disposition and destruction of public records in accordance with approved retention schedules, and certifies the agency's annual Records Management Compliance Statement to the Florida Department of State, ensuring compliance with all applicable records retention laws and regulations.

Standards of performance and core values include keeping the mission, vision, and values of the SLCSO at the forefront of decision making and action; building strategic and collaborative relationships; interacting with others in ways that build confidence and trust; providing excellent customer service by taking action to accomplish objectives; maintaining high levels of work and productivity by generating innovative solutions to work situations.

Essential responsibilities include planning, directing, organizing, and overseeing the daily operations of the Records Section, supervising, mentoring, evaluating, and developing personnel; developing, implementing, and updating division policies, procedures, workflows, and quality assurance standards; establishing performance expectations and monitoring operational metrics to improve efficiency, customer service, and regulatory compliance; participating in strategic planning, budgeting, staffing, and technology initiatives affecting records management operations; overseeing compliance with Chapter 119, Florida Statutes, ensuring timely, accurate, and lawful responses to public records requests; ensuring confidential, exempt, and protected information is properly reviewed and redacted prior to release; serving as the agency's subject matter expert regarding Florida Public Records Law and records retention requirements; coordinating responses to subpoenas, court orders, legal requests, and records-related inquiries; overseeing the maintenance, organization, security, retention, and retrieval of electronic records and digital documents; directing records retention, archival, digitization, destruction, and information governance programs in accordance with state retention schedules; working closely with Information Technology staff regarding Records Management Systems (RMS), electronic document management systems, digital workflows, and technology improvements; overseeing the agency's CJIS Coordinator and ensuring compliance with FBI CJIS Security Policy, FCIC/NCIC regulations, and FDLE requirements; ensuring required CJIS audits, validations, security awareness training, user access reviews, and compliance documentation are completed; coordinating with Information Technology personnel regarding CJIS security requirements and system access controls; overseeing Court Liaison operations to ensure timely coordination between the Sheriff's Office, Clerk of Court, State Attorney's Office, Public Defender's Office, judiciary, and other criminal justice partners; ensuring court documents, subpoenas, warrants, judicial notices, and related records are processed accurately and efficiently; resolving complex procedural issues affecting court-related records and communications; ensuring agency records comply with FDLE reporting requirements, CJIS regulations, Florida Statutes, accreditation standards, and agency policies; overseeing quality assurance reviews of reports and records to ensure completeness, accuracy, and consistency; coordinating records-related accreditation proofs and assisting during accreditation assessments; developing corrective action plans when deficiencies or compliance concerns are identified; serving as liaison with courts, prosecutors, public defenders, law enforcement agencies, governmental organizations, and members of the public; providing guidance to agency personnel regarding records management procedures, legal requirements, and records retention; responding to complex customer concerns and records-related issues requiring managerial review; preparing reports, statistical analyses, presentations, and management recommendations; monitoring legislative changes affecting records management and implementing necessary operational changes; serving as the Sheriff's Office designated Records Management Liaison Officer (RMLO) in accordance with Florida Department of State requirements; reviewing and authorizing the lawful destruction of public records in accordance with approved retention schedules and applicable Florida Statutes; signing and certifying all records destruction documentation on behalf of the Sheriff's Office; preparing, certifying, and submitting the agency's annual Records Management Compliance Statement to the Florida Department of State; providing guidance to agency personnel regarding records retention requirements, records disposition, and records management best practices; coordinating with division representatives to ensure agency-wide compliance with records retention schedules and documentation requirements; responding during emergencies and disasters as assigned; performing other related duties as assigned; and may be subject to random drug testing.

Minimum requirements include passing a comprehensive background and character investigation, medical examination, drug screening, and polygraph examination; fingerprinting will be required; an associate degree in Criminal Justice, Public Administration, Business Administration, Information Management, Records Management, or a closely related field is required; a bachelor's degree in Criminal Justice, Public Administration, Business Administration, Information Management, or a related field is preferred; five (5) years of progressively responsible experience in law enforcement records management, public records administration, criminal justice records, or a related field; three (3) years of supervisory or lead experience; experience supervising a law enforcement Records Section, Florida criminal justice records systems and public records administration, and agency accreditation processes; and if applicant served in the military, an honorable discharge is required.

Possession of a valid State ID or Florida driver's license and maintenance of a clean driving record are required; Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) Certification or ability to obtain within the required timeframe.

Knowledge of Florida Public Records Law and applicable exemptions; Florida records retention schedules and records disposition requirements; criminal justice records management principles and best practices; FDLE, FBI, CJIS, FCIC/NCIC, UCR, FIBRS, and NIBRS reporting requirements; law enforcement records management systems (RMS) and electronic document management systems; modern supervisory principles, employee development, and performance management; office administration, budgeting, project management, and operational planning; applicable federal, state, and local laws governing criminal justice information; accreditation standards applicable to law enforcement records management; CJIS Security Policy, FCIC/NCIC requirements, and criminal justice information systems; court operations, judicial processes, and criminal justice records management; Florida Department of State records retention schedules, records disposition requirements, and the statutory responsibilities of a Records Management Liaison Officer (RMLO).

Skill in supervising and leading personnel; managing multiple priorities in a fast-paced environment; interpreting and applying laws, regulations, policies, and procedures; reviewing complex records for accuracy and legal compliance; conducting research, data analysis, and preparing reports; developing policies and operational procedures; operating records management software and Microsoft Office applications; providing exceptional customer service while handling sensitive information.

Ability to exercise sound judgment and maintain strict confidentiality; interpret complex legal requirements affecting public records; organize and prioritize multiple projects and deadlines; analyze operational issues and develop practical solutions; communicate effectively, both verbally and in writing; establish and maintain effective working relationships with employees, government agencies, courts, and the public; lead organizational change and implement process improvements; train, mentor, and evaluate staff; maintain accuracy while working with highly confidential and sensitive information; lead multiple operational units simultaneously while maintaining legal and regulatory compliance; interpret and apply complex federal and state laws governing criminal justice records and public information; manage organizational change, implement technology improvements, and improve operational workflows.

Physical demands include the ability to exert light physical effort in sedentary to light work, which may include lifting, carrying, pushing, or pulling objects up to 10 pounds. Duties may involve extended periods of sitting and use of a keyboard or workstation. Some manual dexterity is required for operating office equipment. Work is performed in typical office conditions with rare exposure to disagreeable environmental factors. Some tasks require visual perception and discrimination.

Work environment includes tasks regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature or noise extremes, vibrations, electrical currents, traffic hazards, animals or wildlife, toxic agents, violence, disease, or pathogenic substances. The SLCSO is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the SLCSO will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.