Records Coordinator

General Description

The Records Coordinator is responsible for coordination of various records management functions in support of the City Clerk’s Office. The Records Coordinator performs skilled and specialized records management functions within established City policies and procedures, offering records management direction and instruction to other departments and acts as the primary point of contact with the public for the City Clerk’s Office for public records requests. The Records Coordinator coordinates the identification, maintenance, protection, review and disposition of records with all City departments in accordance with City policies, state statues and federal regulations. Work is performed under the supervision of the City Clerk.

Examples of Essential Functions

1. Provides clerical and administrative support to the City Clerk’s Office. (95%)
   1. Assists with the scanning and maintenance of public records in Laserfiche; verifies scanned images for completeness, in accordance with the City’s record management program and Chapter 119, F.S.
   2. Maintains official record copy files and permanent historical City documents.
   3. Provides or assists with classification, indexing and cross-referencing of documents maintained by the City Clerk’s Office and other departments.
   4. Assists departments with disposition and destruction of records that have met retention in accordance with City policies and State records schedules.
   5. Receives and acknowledges public records requests, Coordinates and distributes requests records; reviews all documents for proper redaction prior to dissemination to requestor.
   6. Ensures public records requests are handled expediently and meet guidelines set by Florida Statues, and City policies (Chapter 119, Public Records Law).
   7. Coordinates and facilitates employee training on public records policies, maintenance, disposition, and use of Laserfiche and NextRequest software.
   8. Develops work procedures and processes to improve efficiency in the City’s records management system.
   9. Performs special projects as required by the City Clerk.
   10. Assists with the processing of lien search requests.
   11. Prepares purchase orders and requisitions, processes invoices for payments and reconciles expenses.
2. Additional Duties and Responsibilities (5%)
   1. Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
   2. Follows safe working practices and has a working knowledge of safety practices and procedures.
   3. Provides assistance and support to the City Clerk’s Office and the Administration Department as needed.
   4. Transcribes minutes of meetings and correspondence; composes routine correspondence and compiles reports and documents.
   5. Adheres to laws, regulations, and policies of the City and of the assigned Department. Follows instructions provided by the City Manager or their designee.
   6. Participates in department meetings, staff meetings and other related activities.
   7. Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.
   8. Maintains, preserves, retains and disposes of public records according to FS Chapter 119.
3. Emergency Management Role
   1. Participates as a member of the City staff as required to take action in the event of an emergency.
   2. Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, supervisor or designee. As a member of the City Administrative staff may be responsible for safeguarding the records of the City Manager in the event of an emergency.

Typical Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

1. Education and Training: A minimum of a high school education or GED is required.
2. Experience: A minimum of three (3) years’ experience in administrative/clerical support in customer service/municipal service or related field is required. A comparable combination of education and experience may be considered.
3. Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver’s license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.
4. Security Clearance: Florida Department of Law Enforcement background clearance is required.
5. Knowledge, Skills and Abilities:

• Knowledge (intermediate to advanced level) of business English, spelling grammar, and punctuation, able to communicate clearly and concisely, orally and in writing.
• Knowledge of disclosure and non-disclosure rules concerning public records.
• Knowledge (basic to intermediate level) of legal requirements of local, state and federal laws relating to records management.
• Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Word, Excel and Outlook.
• Ability (intermediate level to advanced level) to utilize SunGard/Naviline, Laserfiche, SharePoint or similar utilities, records management or work management software.
• Ability to effectively communicate in person and via the phone and email ensuring that all duties are completed accurately and in a timely manner.
• Ability to deal with stressful conditions in a calm and professional manner.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Skill in organizing resources and establishing priorities.
• Ability to work independently while performing a considerable volume of detailed work, multitask, and manage frequent interruptions.
• Knowledge of local, state and federal regulations affecting work.
• Knowledge of departmental rules, policies and procedures.
• Ability to operate a motor vehicle.
• Ability to support the mission statement of the City of Casselberry: Committed to protect and enhance the quality of life within its community.
• Ability to support the Core Values of the City of Casselberry.
• Ability to support the vision of the City of Casselberry of a vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.

Supplemental Information

The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions.

A. Work Environment: This position primarily performs the duties in an office setting. The noise level in the office work is moderate.

B. Physical Demands: The primary functions require prolonged periods of time sitting and using hands to handle or feel, in addition, this position is required to stand and walk. This position will occasionally be required to bend, push, pull, drive, stoop, kneel, crouch or crawl, and reach with hands and arms. In addition, this position may be required to occasionally lift and carry up to (50) pounds. This position is regularly required to use vision, speech, and hearing, with or without assistive devices.

C. Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: Computer, desk phone, mobile phone, scanner, fax, copier, postage machine, calculator, and occasionally a city vehicle.

D. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that involve no exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or shared bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.