Description

The Records Manager oversees the County’s records management program and ensures compliance with applicable laws, regulations, policies, and standards. Manages the use and administration of active and inactive records systems and records centers, including records organization, evaluation, classification, access, and retention. Provides professional expertise, guidance, and recommendations to departments and other functional areas regarding matters that affect the records lifecycle throughout the organization. Works independently within broad policies and organizational guidelines to plan, coordinate, and implement records management initiatives and projects. Monitors and reports on the progress of major activities and initiatives through periodic meetings, briefings, and other communications with management and County departments.

Essential Functions:

• Full-time, in-person position based in Lecanto, FL, scheduled hours are Monday - Friday, 8:00 AM to 5:00 PM.
• Oversees the management, organization, and safekeeping of all County records defined by the laws of Florida.  
• Performs timely disposition of documents that have met retention under the laws of Florida.
• Monitors changes in Florida public records law and recommends changes to County policies for compliance.
• Assures that records management functions fully support and implement the organization’s records and information management policies.
• Performs informal audits for organizational compliance on a periodic basis.
• Assists Directors and employees in establishing procedures to ensure proper handling of agency records.
• Assists in training all County employees in the proper handling of records including use of related equipment and systems.
• Trains and manages Designated Records Custodians in each division to handle routine records management and public records requests.
• Demonstrates strong technical and clerical skills in the creation, maintenance, access, management, and use of the agency’s records across all systems, platforms, file storage, media, and technologies.
• Manages the public records request system for the County.
• Coordinates, monitors, collects, and organizes records and information from agencies, third-party vendors, and contractors to ensure timely and complete responses to public records requests.
• Maintains accurate records of the location and movement of archived materials that are temporarily relocated to ensure their proper tracking and retrieval.
• Negotiates with vendors for records management services, as necessary.
• Keeps abreast of changes pertaining to job responsibilities including, but not limited to, reading journals, manuals, and professional publications.
• Performs other duties as assigned.

Requirements

Education, Training, and Experience

• High School Diploma or GED equivalent.
• Bachelor’s degree in Business Administration, Accounting, Public Administration, or closely related field, preferred.
• Three (3) years of experience in records management, information governance, public records administration, archives, or a closely related field, including experience with records retention and disposition, public records requests, compliance monitoring, and records systems.

Certificates, Licenses, Registration

• Valid Florida Driver License (or must obtain within 30 days of establishing residency in Florida), or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• Accreditation from a nationally recognized Records Management organization, or the ability to gain accreditation within six (6) months of hire.
• Certified Records Manager (CRM) designation preferred.
• Valid Florida Driver License (or must obtain within 30 days of establishing residency in Florida), or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.

Skills and Abilities

• Valid Florida Driver License (or must obtain within 30 days of establishing residency in Florida), or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• Certified Records Manager (CRM) designation preferred.
• Knowledgeable in Florida public records law and Florida records retention requirements preferred.
• Ability and experience speaking formally and informally to management, groups of co-workers, staff in other organizational agencies, the public, and people in other organizations.
• Ability and experience presenting training; composing original reports, training, and other written materials, using proper language, punctuation, grammar, and style.
• Ability to effectively communicate (verbally and in writing) in a clear, confident manner using proper grammar.
• Requires ability to maintain courteous and effective relations with County staff, elected officials, community interest groups and the public.
• Must have strong working knowledge of computers and be proficient in the use of Microsoft Office Suite of Products (i.e., Outlook, Word, Excel, etc.).