Records Management Specialist

Salary: DOE $23.52 - $39.50SUMMARYResponsible for overseeing the Citywide records management program, ensuring proper organization, retention, preservation, and disposition of active and inactive records. This position provides advanced administrative and technical support to the City Clerks Office and plays a key role in the development, implementation, and maintenance of the Citys records governance framework. Work involves ensuring compliance with federal, state, and municipal statutory requirementsincluding Chapter 119, Florida Statutes, and Florida Administrative Code Rule 1B-24and requires a high level of professionalism, discretion, analytical ability, and effective collaboration with internal departments, external agencies, and the public.ESSENTIAL DUTIES AND RESPONSIBILITIESAssists the City Clerk and Deputy City Clerk in developing, implementing, securing, and monitoring a comprehensive Citywide records management program, ensuring data integrity, preservation, security, and availability.Ensures compliance with Florida Department of State General Records Schedules, Florida Administrative Code Rule 1B-24, and Florida Public Records laws, including Chapter 119, Florida Statutes.Oversees the lifecycle of records including classifying, indexing, retaining, preserving, archiving, and disposing records.Coordinates the annual Citywide records disposition process, including inventories, documentation, departmental review, and destruction scheduling.Identifies, classifies, and preserves vital, permanent, and historically significant municipal records.Provides administrative-level access and oversight of the Citys electronic records management system (preferably Laserfiche), ensuring data integrity, security, preservation, and availability.Organizes and maintains the City's digital records repository, ensuring metadata accuracy, indexing standards, OCR quality, and structured folder architecture.Coordinates digitization initiatives and advises departments on scanning standards, electronic retention options, and digital storage practices.Ensures City information systems align with records governance practices, retention requirements, security standards, and statutory compliance.Develops and delivers Citywide training programs for departmental records coordinators on records management, public records law, and system procedures.Assists in developing, updating, and maintaining the Citys Public Records Management and Procedures Manual.Creates and maintains standard operating procedures (SOPs), user guides, workflow documentation, and training materials.Evaluates and processes public records requests in compliance with Florida Public Records laws, ensuring accurate research, redaction, and documentation.Conducts research involving historical documents, legal/regulatory interpretation, and organizational inquiries.Compiles statistical data and assists in preparing reports related to City operations and records management performance.Evaluates and recommends updates to technological systems, software, and policies, and facilitates the implementation of a Citywide file coding system to ensure compliance, enhance efficiency, and promote consistency and standardization across departments.Maintains public meeting calendars and City Hall indoor/outdoor information display cases.Represents the City Clerks Office at City Council meetings and workshops in the absence of the City Clerk or Deputy City Clerk; back-up support to Deputy City Clerk, as needed.Serves as a notary public for official City documents.Responds to public inquiries and maintains professional communication with internal departments, external agencies, vendors, and the public.Performs special projects and additional duties as assigned and upholds the Citys Organizational Values: https://www.cityofcapecanaveral.org/community_/vision.phpSUPERVISORY RESPONSIBILITIESThis position has no supervisory responsibilities but provides Citywide training, guidance, and technical support to departmental records coordinators.QUALIFICATIONS EDUCATION and/or EXPERIENCEAssociates degree (A.A.) from an accredited institution required. Three years of progressively responsible experience in records retention, records management, public records processing, or related compliance functions. Equivalent combinations of education and experience may be considered. Experience with electronic records management systems, digitization processes, records retention schedules, legal compliance documentation, and redaction procedures required. Knowledge of Chapter 119, Florida Statutes, and Rule 1B-24 is required.CERTIFICATES, LICENSES, REGISTRATIONSCertification in records management (CRM, CRA, or equivalent) preferred at hire or required within two (2) years. Must possess or obtain a Florida Notary Public commission within six (6) months of employment. Must possess and maintain a valid Florida Class E drivers license with a safe driving record.MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONSPhysical Requirements: Must be physically able to operate office equipment including computers, scanners, printers, and related devices. Must be able to exert up to 25 pounds of force occasionally, 10 pounds frequently, and minimal force regularly. Physical demands exceed those of sedentary work and include occasional walking, standing, lifting, and reaching. Must be able to communicate effectively in person, by telephone, and in writing.Data Conception: Requires the ability to compare and/or judge functional and structural characteristics of data, people, or things.Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.Language Ability: Requires the ability to read a variety of reports, correspondence, schedules, forms, etc. Requires the ability to prepare correspondence, reports, meeting minutes, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence.Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Verbal Aptitude: Requires the ability to record and deliver information effectively.Numerical Aptitude: Requires the ability to perform basic mathematical calculations.Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using office equipment.Manual Dexterity: Requires the ability to handle office equipment with minimal levels of coordination.Color Discrimination: Requires the ability to differentiate between colors and shades.Physical Communication: Requires the ability to talk and hear for communication purposes. Must be able to communicate via telephone.PERFORMANCE INDICATORSKnowledge of Job: Demonstrates thorough knowledge of records management principles, City operations, and applicable statutes.Quality of Work: Maintains a high level of accuracy, compliance, and professionalism in all work products.Quantity of Work: Completes assigned tasks efficiently and manages workload effectively.Dependability: Demonstrates reliability in meeting deadlines and fulfilling responsibilities.Attendance: Adheres to attendance policies and maintains regular, punctual attendance.Initiative and Enthusiasm: Demonstrates proactive work habits and a commitment to continuous improvement.Judgment: Makes informed, sound decisions based on regulatory standards and organizational needs while maintaining confidentiality.Cooperation: Works effectively with supervisors, colleagues, and members of the public.Relationships with Others: Maintains a high level of professionalism, tact, and diplomacy.Coordination of Work: Organizes work efficiently, maintains accurate calendars and schedules, and follows established workflows.Safety and Housekeeping: Follows safety guidelines and maintains a clean, safe, and functional workspace.

Salary : $24 - $40