Records Coordinator

City of Punta Gorda • Full-time • Punta Gorda, Florida, United States • $49.61k - $79.37k / year • 2d ago

Position Summary:

This position performs complex and varied clerical and administrative duties concerning records management. Responsible for developing, implementing, administering, and updating the City's Records Management Program. Performs record keeping functions in maintaining the paperwork and records process of the City Clerk's Office. Facilitates proper storage and retention of paper and digital records across all departments. Ensures City compliance with State laws concerning access to public records.

Essential Duties and Responsibilities include the following. Other duties may be assigned as dictated by operational necessity.

• Develops, implements, administers, and updates the City's Records Management Program.

• Develops and shares procedures for records classification and filing systems.

• Coordinates recording documents in Charlotte County’s Official Records Books.

• Provides records training for new hires, departmental records clerks and others as needed.

• Assists departments with creation of individual records retention schedules as needed.

• Prepares City Clerk’s Office records for disposition.

• Responds to requests for public records and staff research.

• Provides technical support and assistance to public records requests tracking system users.

• Maintains City Clerk’s files and archival library by inventorying and scanning essential records.

• Coordinates with departmental records clerks regarding short-term and long-term storage of records and disposition of records in accordance with Florida Records Retention Schedules and the Code of Federal Regulations.

• Improves access to City records using new technologies.

• Performs backup duties for front desk coverage.

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

• Knowledge of the principles and procedures of records management and governmental records keeping requirements.

• Knowledge of electronic records management applications.

• Knowledge of various software packages including Microsoft Office products and Adobe products.

• Ability to read, analyze and interpret work-related documents.

• Ability to write effective correspondence, memos, procedures, and other documentation in standard English text.

• Ability to present information in written and oral format to individuals and small or large groups.

• Ability to comprehend and apply principles of mathematical concepts related to this position.

• Ability to follow and interpret instructions furnished in written and oral format.

• Ability to identify problems and review related information to develop and evaluate options and implement solutions that are in accordance with laws, ordinances, and established principles.

• Ability to establish working relationships and work cooperatively with other employees, department heads, managers, Councilmembers, and the public.

• Skill in organization and able to manage multiple tasks at one time.

Education and Experience:

• Graduation from high school, or a GED from a properly accredited institution of learning.

• Associates degree in office sciences or related field highly desired but not required.

• Three (3) years clerical experience in a reasonably fast-paced office environment.

• Experience with Florida Records Law and government records management systems preferred.

• Any combination of education and experience which provides the requisite mental and communication skills.

Certificates and Licenses:

• Notary Public or the ability to acquire a Notary Public's certification required.

• The Florida Records Management Certification must be completed within four years of hire if not currently possessed.

• Certified Municipal Clerk (CMC) Certificate highly desirable but not required.

Supervisory Responsibilities:

• None.

Disclaimers:

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise.

EMERGENCY RESPONSE STATEMENT:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.

Disclaimer: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.

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