Public Records Coordinator

Job Description

Recruitment Range: $48,921.60-$56,872.40 annually, depending on knowledge and experience. Minimum Preparation for Work:

• Graduation from an accredited college or university with a Bachelor's Degree, and;
• Four (4) years of experience in an administrative or highly responsible capacity. Work experience can be substituted for education lacking or education can be substituted for experience. Prefer relevant experience in public records management, public administration, paralegal work, and/or related field.

Necessary Special Requirements:

• Possession of an appropriate driver license for equipment operated and any license, training or certification required by law or regulation to complete assigned tasks.

Nature of Work:

The position is responsible for administrative work in the coordination, collection, and delivery of information requested as Public Records Requests to ensure compliance in accordance with the statutory provisions of the State of Florida's Sunshine Law. An employee in this class assists the Administrative Captain in responding to the day-to-day Public Records Requests of the Pensacola Police Department. The position requires the application of independent judgment and initiative in carrying out assignments. An employee in this position works closely with internal departments and related staff, as well as the general public. Work is evaluated by the Administrative Captain.

Examples of Work:

• Coordinates with City staff on all levels to ensure information requested is collected and delivered in a timely manner to include sending out requests for information to various departments and following up on requests showing as "non-responsive" in the web-based tracking system.
• Develops, delivers, and maintains public information requests training information used to provide information to the citizens and staff.
• Serves as the central point of contact for all requests for public records.
• Ensures that all public records requests for information from all sources (telephone, email, etc.) are logged immediately into our web-based tracking software.
• Ensures total transparency for all requests for information by supplying the information in its entirety unless otherwise directed by the Administrative Captain.
• Remains current in the technologies, technique, and legal requirements associated with public records.
• Coordinates with the Technology Resources office to assist with the implementation and updates to electronic processes and procedures related to public records requests, including providing feedback related to the web based electronic records management system.
• Ensures that public records requests issued by media representatives are forwarded through the appropriate process.
• Documents and communicates the policies and procedures associated with public records requests.
• Provides formal responses to Public Records to include such items as personnel files, use of force response reports, "Gigilo" requests, disciplinary files, employment requests as well as other requests as received by the public and/or external agencies.
• Ensures information provided in response to requests are properly redacted in accordance with State of Florida Public Records Law.

Knowledge, Skills and Abilities:

• Knowledge of all laws governing the issuance of information of a government public agency in the State of Florida.
• Knowledge of City government structure and chain of command.
• Ability to collect and supply information quickly, using independent judgment, and making effective decisions.
• Ability to prepare clear, concise, and comprehensive reports.
• Ability to exercise good judgment in analyzing situations and making decisions to include effectively forwarding higher level requests to management for input and direction.
• Ability to communicate clearly, concisely and accurately, both orally and in writing.
• Ability to prepare clear, concise, and comprehensive responses to requests for information and in a timely manner.
• Ability to establish and maintain an effective working relationship with associates and the general public.

Mental and Physical Requirements:

While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include close, distance, color, and peripheral vision, and depth perception.

Work Environment:

Work is primarily sedentary in nature and performed in an office environment. The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.