Titusville
Overview
This is highly responsible professional and technical work involving various administrative functions necessary for the operation and coordination of the City of Titusville Records Management Program. Maintains a continuing program for the management and disposition of all city records with the exception of the Police Department Records, which are maintained by the Police Department Records Division. Incumbent is responsible for complying with City ordinances, policies, State statutes and Federal regulations for permanent record storage and retention. Incumbent is expected to anticipate work assignments, exercise judgment and make decisions within the scope of job responsibilities. All work is performed under the general direction of the City Clerk, but incumbent exercises substantial independent judgment. Supervises the management of inactive records for the entire municipal organization with the exception of the Police Department Records, which are maintained by the Police Department Records Division Plans, schedules and coordinates the receipt, retention, storage and disposal of records in accordance with City policies, ordinances and State Statues Monitors retention schedules and destruction requests to ensure compliance with established guidelines Authorizes disposition of records in accordance with State guidelines Develops, maintains and administers the records disaster recovery plan Prepares administrative policies related to records management Oversees departmental compliance of administrative policies related to records management Trains employees on records management and the Public Records Law Respond to internal and external records request and/or send the records request to the department that will provide the response Ensure security of all records. Performs special projects upon request Controls and monitors assigned projects Oversees administrative details, such as status reports Assists in preparation of department budget as it relates to records management, including preparation of capital outlay requests Determines which records are eligible for destruction and authorizes disposition in accordance with State of Florida guidelines Establishes and maintains document descriptions such as list indexes and other retrieval aids for inactive files, destroyed records and historical documents Maintains a continuing records retention and disposition system in accordance with the Bureau of Archives and Records Management. Files annual report with State as to disposition of records during the previous year Coordinates the storage of permanent microfilmed records at the State of Florida Records Storage Facility in Tallahassee, Florida Retrieves records from inactive storage upon request by departments and citizens and responds to questions regarding records retention. Research records for specified information as requested by citizens and employees at all levels Delegate and assign tasks to Administrative Assistant, as needed. Administrative Assistant works directly with the Records Manager
Knowledge, Abilities, and Skills
Knowledge of records management principles, methods and procedures Knowledge of City ordinances, State and Federal laws and regulations governing records management. Ability to interpret laws, rules and regulations relating to records management Knowledge of imaging system operations and equipment Knowledge of computer hardware as it relates to imaging systems Knowledge of microfilming operations and equipment Ability to work with the public in a courteous and polite manner Knowledge of Microsoft Office Suite software, particularly data-base (Access), word-processing (Word), and spreadsheets applications (Excel) required Ability to communicate effectively, both orally and in writing
High school graduate or equivalent diploma is required plus three (3) to five (5) years of progressive records management experience Florida Records Management Association Certified preferred
Subject to emergency call-out during off-duty hours and on weekends as required. Physical Requirements
Force Exertion: Requires exerting up to 25 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects such as file boxes, binders, and office supplies Visual Acuity: Must have sufficient visual acuity to operate a computer and office equipment. This includes close vision, distant vision, color vision, depth perception, and the ability to adjust focus for reviewing records in both paper and electronic formats Speaking/Communication: Ability to express or exchange ideas clearly and concisely in English. Must be able to convey detailed or important spoken instructions to others in person, by phone, and in group settings Hearing: Ability to perceive the nature of sounds at normal speaking levels, with or without correction, and to receive detailed information through oral communication Sitting/Standing: Ability to sit for extended periods of time while performing desk and computer work, as well as stand for sustained periods when organizing, filing, or retrieving records Walking: Ability to move about on foot to accomplish tasks such as retrieving files, delivering records, or accessing different office areas Kneeling/Stooping: Ability to bend, kneel, or stoop when accessing lower file drawers, storage boxes, or shelving units Reaching: Ability to extend hands and arms in any direction to retrieve or place files and materials on shelves or in cabinets Handling/Grasping/Feeling: Ability to pick up, hold, and manipulate paper records, binders, office tools, and computer peripherals with hands and fingers Repetitive Motion: Ability to perform substantial movements of the wrists, hands, and/or fingers for typing, filing, scanning, and other record-keeping tasks Mental Acuity: Ability to make sound, logical decisions; analyze data; maintain attention to detail; and apply deductive reasoning while managing confidential and sensitive information
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This is highly responsible professional and technical work involving various administrative functions necessary for the operation and coordination of the City of Titusville Records Management Program. Maintains a continuing program for the management and disposition of all city records with the exception of the Police Department Records, which are maintained by the Police Department Records Division. Incumbent is responsible for complying with City ordinances, policies, State statutes and Federal regulations for permanent record storage and retention. Incumbent is expected to anticipate work assignments, exercise judgment and make decisions within the scope of job responsibilities. All work is performed under the general direction of the City Clerk, but incumbent exercises substantial independent judgment. Supervises the management of inactive records for the entire municipal organization with the exception of the Police Department Records, which are maintained by the Police Department Records Division Plans, schedules and coordinates the receipt, retention, storage and disposal of records in accordance with City policies, ordinances and State Statues Monitors retention schedules and destruction requests to ensure compliance with established guidelines Authorizes disposition of records in accordance with State guidelines Develops, maintains and administers the records disaster recovery plan Prepares administrative policies related to records management Oversees departmental compliance of administrative policies related to records management Trains employees on records management and the Public Records Law Respond to internal and external records request and/or send the records request to the department that will provide the response Ensure security of all records. Performs special projects upon request Controls and monitors assigned projects Oversees administrative details, such as status reports Assists in preparation of department budget as it relates to records management, including preparation of capital outlay requests Determines which records are eligible for destruction and authorizes disposition in accordance with State of Florida guidelines Establishes and maintains document descriptions such as list indexes and other retrieval aids for inactive files, destroyed records and historical documents Maintains a continuing records retention and disposition system in accordance with the Bureau of Archives and Records Management. Files annual report with State as to disposition of records during the previous year Coordinates the storage of permanent microfilmed records at the State of Florida Records Storage Facility in Tallahassee, Florida Retrieves records from inactive storage upon request by departments and citizens and responds to questions regarding records retention. Research records for specified information as requested by citizens and employees at all levels Delegate and assign tasks to Administrative Assistant, as needed. Administrative Assistant works directly with the Records Manager
Knowledge, Abilities, and Skills
Knowledge of records management principles, methods and procedures Knowledge of City ordinances, State and Federal laws and regulations governing records management. Ability to interpret laws, rules and regulations relating to records management Knowledge of imaging system operations and equipment Knowledge of computer hardware as it relates to imaging systems Knowledge of microfilming operations and equipment Ability to work with the public in a courteous and polite manner Knowledge of Microsoft Office Suite software, particularly data-base (Access), word-processing (Word), and spreadsheets applications (Excel) required Ability to communicate effectively, both orally and in writing
High school graduate or equivalent diploma is required plus three (3) to five (5) years of progressive records management experience Florida Records Management Association Certified preferred
Subject to emergency call-out during off-duty hours and on weekends as required. Physical Requirements
Force Exertion: Requires exerting up to 25 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects such as file boxes, binders, and office supplies Visual Acuity: Must have sufficient visual acuity to operate a computer and office equipment. This includes close vision, distant vision, color vision, depth perception, and the ability to adjust focus for reviewing records in both paper and electronic formats Speaking/Communication: Ability to express or exchange ideas clearly and concisely in English. Must be able to convey detailed or important spoken instructions to others in person, by phone, and in group settings Hearing: Ability to perceive the nature of sounds at normal speaking levels, with or without correction, and to receive detailed information through oral communication Sitting/Standing: Ability to sit for extended periods of time while performing desk and computer work, as well as stand for sustained periods when organizing, filing, or retrieving records Walking: Ability to move about on foot to accomplish tasks such as retrieving files, delivering records, or accessing different office areas Kneeling/Stooping: Ability to bend, kneel, or stoop when accessing lower file drawers, storage boxes, or shelving units Reaching: Ability to extend hands and arms in any direction to retrieve or place files and materials on shelves or in cabinets Handling/Grasping/Feeling: Ability to pick up, hold, and manipulate paper records, binders, office tools, and computer peripherals with hands and fingers Repetitive Motion: Ability to perform substantial movements of the wrists, hands, and/or fingers for typing, filing, scanning, and other record-keeping tasks Mental Acuity: Ability to make sound, logical decisions; analyze data; maintain attention to detail; and apply deductive reasoning while managing confidential and sensitive information
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