Specialist, Records, Archives, and History

Job Summary:

The Specialist, Records, Archives, and History is responsible for supporting the Canaveral Port Authority's Records, Archives, and History Program through the administration of records and information management, archives, historical collections, document control, and public records activities. The Specialist performs technical and professional work to ensure agency records are properly created, organized, maintained, preserved, retrieved, and disposed of in accordance with applicable federal, state, and local laws, regulations, and established policies.

 Under the direction of the Assistant Director, Records, Archives, and History the Specialist assists with records management operations, archival preservation, historical research, public records requests, employee training, document control, and the continued development of electronic information management systems. This position supports the preservation and interpretation of Port Canaveral's history while helping ensure government transparency, accountability, and regulatory compliance.

Essential Functions:

• Maintains electronic and paper filing systems for agency records.


• Organizes, indexes, files, retrieves, and archives records throughout their lifecycle.


• Assists departments with proper records classification, retention scheduling, and disposition.


• Performs records inventories and audits.


• Coordinates transfer of inactive records to storage or archives.


• Performs records destruction activities in accordance with approved retention schedules.


• Assists in processing Public Records Requests.


• Maintains confidentiality of sensitive records.


• Coordinates with departments to collect requested records.


• Redacts confidential information under applicable Florida Statutes.


• Maintains Public Records Request tracking systems.


• Preserves historical documents, photographs, maps, videos, artifacts, and architectural drawings.


• Catalogs archival collections using accepted archival standards.


• Conducts historical research related to Port Canaveral.


• Assists in preparing historical exhibits, presentations, publications, and displays.


• Assists with historical tours, educational programs, and community outreach.


• Digitizes historical collections for long-term preservation and public access.


• Assists in maintaining electronic document management systems.


• Supports document imaging and digital preservation initiatives.


• Performs quality control of scanned records.


• Maintains controlled agency policies, procedures, work instructions, forms, and resolutions.


• Ensures current approved versions of controlled documents are available.


• Assists in implementing records management policies and procedures established by the Assistant Director.


• Performs compliance reviews and internal audits.


• Assists with employee records management training.


• Provides technical assistance to departments regarding records management requirements.


• Assists with preparation of reports, statistics, and compliance documentation.


• Participates in continuing education and professional development related to records management, archives, history, and information governance.


• Performs other related duties as assigned.


• Participate in emergency response and recovery operations as needed. All CPA employees are considered essential during emergencies and may be subject to recall. An emergency event may include natural disasters, public health crises, or other urgent events. Employees may be expected to perform emergency and/or recovery operations outside of their normal assigned responsibilities and routine working hours.

Minimum Qualifications

• Bachelor's degree in Records and Information Management, History, Library Science, Archives, Information Science, Public Administration, or closely related field.


• Minimum three (3) years of progressively responsible experience in records management, archives, public records, history, document control, or information governance.


• Experience working in a government or public agency preferred.


• Working knowledge of Florida Public Records Law and records retention requirements.


• Experience with electronic content management (ECM) systems such as SharePoint, PowerDMS, Laserfiche, OnBase, or similar.


• Strong organizational and analytical skills.


• Excellent written and verbal communication skills.


• Ability to manage multiple projects simultaneously.


• Proficiency with Microsoft Office Suite.

Preferred Qualifications

• Florida Certified Records Manager (FCRM)


• Certified Records Manager (CRM)


• Experience with historical research and archival collections.


• Experience digitizing historical records.


• Knowledge of Florida government records laws and records retention schedules.

Licenses / Certifications

• Possess a valid Florida Driver’s License or ability to get one within 30 days.


• Certified Records Manager (CRM) or Florida Certified Records Manager (FCRM), or ability to obtain within three years of employment.


• Able to secure a Transportation Worker Identification Credential (TWIC)

Physical Requirements

• Ability to perform sedentary to light work.


• Ability to lift and carry archival boxes weighing up to 30 pounds.


• Ability to climb ladders and retrieve records from shelving.


• Ability to operate standard office equipment.

Environmental Requirements:

• Office Environment


• Occasional work in records storage facilities, archives, warehouses, or outdoor historical locations.

The Canaveral Port Authority is an EEO employer – M/F/Vets/Disabled