STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- ADMINISTRATOR I - 21016417

Assistant Records Custodian

An employee in this position assists the agency's primary Records Custodian with the organization, maintenance, preservation, retrieval, storage, and tracking of official agency records in accordance with applicable Florida Statutes, state records retention schedules, and agency policies and procedures. This position provides administrative and clerical support for records management activities, including the maintenance of physical and electronic records, preparation of files for storage, retrieval of requested documents, maintenance of records inventories, and coordination of authorized records transfers and disposition. The Assistant Records Custodian helps ensure records are accurately maintained, properly secured, and readily accessible to authorized personnel. This position works under the direction of the primary Records Custodian.

Essential duties include assisting the primary Records Custodian with the daily administration and maintenance of the agency's records management program, receiving, sorting, classifying, indexing, filing, scanning, and maintaining official agency records in physical and electronic formats, maintaining organized filing systems and assisting with the accurate and timely retrieval of documents and information, assisting with maintaining records in accordance with applicable provisions of Chapters 119 and 257, Florida Statutes, relevant administrative rules, state records retention schedules, and agency policies, assisting with preparing inactive records for transfer to designated storage facilities or approved electronic storage systems, maintaining and updating records inventories, file indexes, tracking logs, storage documentation, and other records management records, retrieving records in response to requests from authorized agency personnel and documenting the movement or return of files as required, assisting the primary Records Custodian with locating and gathering records responsive to public records requests, identifying records that may contain confidential, sensitive, or exempt information and referring them to the primary Records Custodian or designated personnel for review, assisting with reviewing records for retention and disposition eligibility in accordance with applicable retention schedules and established procedures, preparing records identified for potential disposition and ensuring they are not destroyed or otherwise disposed of without required review and authorization, following instructions concerning litigation holds, subpoenas, audits, investigations, pending public records requests, and other requirements that may necessitate preservation of records, assisting with maintaining documentation of authorized records transfers, archival storage, and destruction or disposition activities, helping maintain the security and organization of records storage areas and protecting records against unauthorized access, damage, loss, or misplacement, assisting with records inventories, audits, compliance reviews, and the implementation of established records management procedures, operating office equipment and electronic records management systems, including scanners, copiers, databases, and document imaging applications, communicating with agency personnel and designated records management contacts to coordinate routine records-related activities, referring questions concerning statutory interpretation, public disclosure, retention requirements, records destruction, and other matters requiring approval to the primary Records Custodian or designated supervisor, maintaining the confidentiality of records and information encountered in the performance of assigned duties.

Knowledge of general records management principles, filing systems, document control, and records storage procedures. Ability to follow established records retention schedules, agency procedures, and instructions concerning records handling and disposition. Basic knowledge of Florida public records requirements and the importance of maintaining confidential and exempt information. Ability to organize, index, retrieve, scan, and maintain physical and electronic records accurately and efficiently. Ability to maintain accurate inventories, logs, and tracking documentation. Ability to recognize records management issues requiring review and refer them to the appropriate personnel. Ability to operate computers, scanners, copiers, databases, electronic document management systems, and standard office software. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Ability to communicate effectively, both verbally and in writing. Strong organizational skills and attention to detail. Ability to prioritize assignments, meet established deadlines, and work effectively under supervision. Ability to establish and maintain effective working relationships with agency personnel and external contacts.

A high school diploma or equivalency and one (1) year of clerical or office experience or an equivalent combination of training and experience. Successful completion of college training may be substituted for the required experience on a year-for-year basis.