SUMMARY
Perform responsible, professional, lead and/or supervisory work in developing, managing and maintaining the County’s Records Management program in accordance with Florida Statutes and Regulations, including developing, implementing and managing electronic records management systems, maintaining and managing traditional records management systems, coordinating and managing the County’s Public Records function, and acting as the County’s Records Management Liaison Officer (RMLO) with the State Archives and Records Management Offices within the Florida Department of State.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Note: The listed duties are illustrative only and are not intended to describe each and every function which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)
- Collaborating with IT staff to develop, improve and manage electronic records management systems and best practices, and playing a critical role in their implementation;
- Maintaining, analyzing, and managing traditional records management systems including classification, retention, storage, archiving, retrieval and destruction, in accordance with all federal and state requirements and best management practices;
- Assisting in traditional and electronic records disaster recovery and collaborating with IT to determine storage plans and restoration in the event of a catastrophic event including a system failure;
- Coordinating and managing the County’s Public Records function, including but not limited to:
- Receiving public records requests,
- calendaring responses,
- coordinating with County departments to compile records,
- reviewing responsive documents and redacting exempt/confidential information with advice from the County Attorney’s Office, as necessary,
- preparing cost estimates,
- tracking public records requests,
- responding to public records requests and otherwise ensuring compliance with Public Records laws;
- Acting as the County’s RMLO with the State Archives and Records Management Offices within the Florida Department of State, including preparing all required reports;
- Developing reports and metrics in collaboration with other County departments to measure the performance of the traditional and electronic records management and public records functions, reporting findings and recommending opportunities for improvement in systems and technologies to senior management;
- Developing and interpreting policies and procedures related to traditional and electronic records management and public records compliance;
- Interacting and coordinating with staff liaisons in each County department to standardize, update and implement best records management practices;
- Coordinating activities with records management vendors;
- Developing training materials and conducting training as required to ensure consistency and best records management practices County-wide;
- Making recommendations to senior management for the purchase of, or upgrade to, traditional or electronic records management equipment and software;
- Serving as a technical resource to County departments by updating staff on new developments in records management and by answering questions regarding policies and procedures;
- Exercising professional judgment and initiative in solving problems;
- Interacting with BOCC, Administration, senior management, IT, County Attorney’s Office, County staff and other County and state agencies to provide guidance, recommendations, projections, and implementation options;
- Interacting with state agencies and the County Attorney’s Office as necessary to ensure legal compliance; and
- Staying current in knowledge of all laws and best management practices affecting the public sector records management and public records functions by reading periodicals, maintaining certifications, continuing professional education and attending seminars and conferences.
KNOWLEDGE, SKILLS AND ABILITIES: (Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- Thorough knowledge of electronic data and document lifecycle management software, systems and techniques;
- Thorough knowledge of traditional records lifecycle management systems and techniques;
- Knowledge of Florida’s public-sector records management laws;
- Knowledge of Florida’s Public Records laws;
- Advanced-level skill in the use of standard and specialized office computer equipment and software applications;
- Strong analytical and research skills, attention to detail; ability to ascertain priorities and meet deadlines and objectives;
- Ability to integrate existing systems, processes and practices with new technology to create best management practices;
- Ability to communicate clearly and concisely, both orally and in writing, to include public speaking and the ability to develop effective proposals, policies and procedures;
- Ability to interface and communicate with vendors, consultants and other County and State agencies effectively and efficiently;
- Ability to exercise judgment and discretion in applying and interpreting organizational rules, regulations, policies, and procedures;
- Ability to conduct organizational and operational evaluations and suggest alternate solutions when appropriate;
- Ability to think and communicate strategically and analytically;
- Ability to make recommendations and to use resourcefulness and tact in solving problems;
- Ability to establish and maintain effective working relationships;
- Strong leadership and managerial skills, to include team building, mediation and motivational skills, with the ability to maintain effective working relationships;
- Ability to act as lead worker or supervisor for processes or projects, and/or on teams as assigned, planning, organizing, motivating and directing the work of subordinate personnel and team members;
- Ability to perform high-level, responsible, professional, administrative and managerial work, with limited supervision, overseeing the Records Management program for the County.
EDUCATION AND/OR EXPERIENCE
Bachelor’s degree in business administration, management, public administration, computer science or information technology, records systems management or related field, and five (5) years of progressively responsible experience in traditional and electronic records management, or an equivalent combination of training, education and experience, is required. Experience at the manager-level is preferred.
CERTIFICATES, LICENSES, REGISTRATIONS:
Current Certified Records Management (CRM) certification issued through ARMA and/or AIM is required (or the ability to become certified within a year of starting employment).
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
https://www.governmentjobs.com/careers/martinfl/jobs/1551588/records-management-liaison-officer
