Electronic Records Analyst

Electronic Records Analyst

The Electronic Records Analyst is responsible for the administration, maintenance, and compliance of the City's electronic records management systems, with primary responsibility for the records repository. This position ensures compliance with Florida public records laws, supports digital records lifecycle management, public records requests, and assists departments in proper records retention of electronic records, access, and disposition practices. The position reports to the Records Administrator. This position is exempt. Fair Labor Standards Act overtime provisions will not apply. Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Primary Duties

• Provides administrative-level access and maintenance of the City's electronic records management system (ERMS), ensuring data integrity, long term preservation, security, and availability.
• Ensure compliance with the Florida Public Records Law and applicable rules from the Florida Department of State Division of Library and Information Services.
• Configure workflows, templates, metadata structures, and security permissions.
• Monitor system performance and implement enhancements to improve efficiency.
• Ensures that information technology systems and equipment align with the records repository, Records Management Plan, and comply with federal, and state regulations.
• Identifies records eligible for retention as electronic records within the ERMS.
• Provide training and guidance to City staff on electronic records management system policies, procedures, and use of Laserfiche.
• Organizes and maintains the citywide structure within the records repository, including indexing, scanning, metadata accuracy, and Optical Character Recognition (OCR) quality.
• Coordinates conversion of physical records to electronic formats in compliance with the City's retention and archival standards.
• Ensures proper indexing, metadata, and OCR accuracy.
• Assist in reviewing and redaction of records for public disclosure in accordance with Florida public records law.
• Assists Records Administrator with annual records disposition related to electronic records.
• Coordinate backfile conversion projects and electronic document integrations.
• Participate in cross-departmental meetings with Building Department staff, IT personnel, and software vendors to plan, develop, and improve system connectivity and workflow processes between platforms.
• Monitor and troubleshoot data exchange processes to ensure the integrity, accessibility, and security of records transferred from Building Department systems.
• Manages the conversion of physical Building Department documents, to include building plans and site review records, into digital formats to align with the City's records repository standards, including metadata, indexing, scanning, and retention classifications.
• Assists with any integration of Building Services software with the City's electronic records management system, ensuring accurate, efficient, and compliant transfer of records.
• Prepare reports on records and scanning activity, compliance status, and system usage.
• Responds to public inquiries via phone, email, facsimile, and in-person interactions.
• Coordinates and documents record disposition processes in compliance with state guidelines.
• Serves as a Notary Public for official City documents and ensures compliance with legal requirements.
• Perform other duties and special projects assigned.

Minimum Qualifications

• Bachelor's degree in Public Administration, Library/Information Science, Records Management or related field.
• 2 years of experience in records management, document management systems, or related field, preferably within a government or public sector environment.
• Florida Notary Public or obtain within six (6) months from the date of employment.
• Valid Florida Class E Driver's license.
• Experience working with electronic records management systems (ERMS) and digitization processes, public records requests, redactions, and records retention schedules.
• Knowledge of Florida public records law, including Chapter 119, Florida Statutes, and Florida Administrative Code Rule 1B-24.

Licenses and Certifications – Preferred but not required.

• Florida Certified Records Manager (FCRM) through the Florida Records Management Association.
• Certified Records Manager (CRM) or a Certified Records Analyst (CRA).

Essential Physical Functions & Environmental Conditions

Physical Demands

• Ability to lift a minimum of 35 pounds (1.5 cubic foot box) from the floor to waist height.
• Ability to raise primary arm above head to reach and hold a file folder at approximately 77 inches from floor.
• Requires sedentary work involving standing or walking for brief periods. Operates office equipment requiring moderate dexterity.
• Requires normal visual acuity and field of vision, hearing, and speaking abilities.

Work Environment Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.

The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the city to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodation with management.