City of Clermont, FL
Salary:
$73,216.00 - $93,392.00 Annually Location :
Clermont, FL Job Type:
Full-Time Job Number:
01226 Department:
City Clerk Opening Date:
09/22/2025 Closing Date:
Continuous
General Description
This position is responsible for overseeing the citywide records management program, ensuring proper organization, retention, and disposition of both active and inactive records. This position provides high-level administrative support to the City Clerk and plays a key role in developing, implementing, and maintaining records and cemetery management policies and procedures that promote compliance, accuracy, and operational efficiency. In addition, this position provides supervision of the Senior Records Specialist. This role requires a high level of professionalism, discretion, and the ability to collaborate effectively with internal staff, the public and external agencies.
This position is exempt. Fair Labor Standards Act overtime provisions will not apply.
Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.
Primary Duties
Develops, implements, secures, and monitors a comprehensive citywide Records Management Program, ensuring compliance with records lifecycle requirements including retention, preservation, and disposition, in accordance with federal, state, and city regulations. Ensures compliance with the records retention schedules of the Florida Department of State, Division of Library and Information Services (FAC Chapter 1B-24). Coordinates the annual records disposition process, including associated documentation, inventory management, and scheduling of records eligible for destruction. Identifies, classifies, and oversees the preservation of vital and historical records. Develops and maintains the City Public Records Management and Procedures Manual. Maintains current knowledge of legal requirements and emerging trends in records and information management. Evaluates and recommends updates to technological systems, software, and policies to ensure compliance and enhance efficiency. Provides administrative-level access and oversight of the City's electronic records management system (ERMS), ensuring data integrity, preservation, security, and availability. Ensures that information technology systems and equipment align with the records repository, Records Management Plan, and comply with federal, and state regulations. Identifies records eligible for retention as electronic records within the ERMS. Leads the development and delivery of citywide training programs for department Records Coordinators related to records retention, ERMS usage, public records law, and internal procedures. Organizes and maintains the citywide structure within the records repository, including indexing, scanning, metadata accuracy, and Optical Character Recognition (OCR) quality. Coordinates and oversees digitization and conversion of physical records to electronic formats in compliance with the City's retention and archival standards. Develops and maintains user documentation, SOPs, and training guides for the records management system, public records request platform, and cemetery management software. Audits previously scanned/imported records to ensure proper indexing, metadata, and OCR accuracy. Reviews the scanning needs of all City departments and recommends appropriate digitization strategies to the City Clerk. Ensure compliance with public records laws. Reviews and redacts records for public disclosure in accordance with Florida public records law; serves as secondary reviewer for exemptions. Assists the City Clerk in the maintenance, storage, and timely disposition of official records in compliance with statutory requirements. Research and evaluates public records requests, historical documents, policy questions, and legal/regulatory guidance. Prepares and compiles statistical data and reports; reconciles departmental user licenses of the electronic records management system. Conducts research to support departmental initiatives and presents recommendations for improvements in equipment, storage, space utilization, and supply needs. Evaluates and implements a citywide file coding system to support consistency and standardization across departments. Maintains logs and index records, including those related to litigation, vehicle titles and official city assets. Leads and manages cemetery-related projects and initiatives assisting the City Clerk, ensuring regulatory compliance, and long-term planning goals. Maintains a working knowledge of state and municipal cemetery laws and advising leadership and contributing to policy updates and compliance efforts. Maintains and updates cemetery-related materials, including brochures and informational resources, to ensure accuracy and public accessibility. Supervises and provides training to the Senior Records Specialist ensuring effective performance in all job duties and professional development. Reviews and verify the accuracy and completeness of staff work. Serve as a backup to the Clerk's Office Coordinator and Senior Records Specialist positions, including daily transactions such as scanning, lien processing, cemetery sales, deposits, and receipt handling to ensure continuity of service and operations. Maintains professional and effective communication with internal staff, external agencies, and the public. Responds to public inquiries via phone, email, facsimile, and in-person interactions. Represents the City Clerk's Office by attending City Council meetings and workshops in the absence of the City Clerk or Deputy City Clerk. Also, serves on the canvassing board for municipal elections, if necessary. Maintains current knowledge of laws, regulations, and emerging trends in records and information management. Serves as a Notary Public for official City documents and ensures compliance with legal requirements. Perform other duties and special projects assigned. Minimum Qualifications
Bachelor's degree in Business Administration, Public Administration, Library/Information Science, Records Management or related field. Five (5) years of progressively responsible experience in records management, information governance, or a related administrative support role, preferably within a government or public sector environment and two (2) or more years of supervisory or lead experience in records administration or office management is strongly preferred, or an equivalent combination of education, training, and experience. Florida Notary Public or obtain within six (6) months from the date of employment. Valid Florida Class E Driver's license. Experience working with electronic records management systems (ERMS) and digitization processes, public records requests, redactions, and legal compliance documentation. Knowledge of Florida public records law, including Chapter 119, Florida Statutes, and Florida Administrative Code Rule 1B-24. Familiarity with records retention schedules issued by the Florida Department of State, Division of Library and Information Services. Licenses and Certifications - Preferred but not required. Certification as a Florida Certified Records Manager (FCRM) through the Florida Records Management Association. Certification as a Certified Records Manager (CRM) or a Certified Records Analyst (CRA). In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.
Essential Physical Functions & Environmental Conditions Physical Demands
Ability to lift a minimum of 35 pounds (1.5 cubic foot box) from the floor to waist height. Ability to raise primary arm above head to reach and hold a file folder at approximately 77 inches from floor. Requires sedentary work involving standing or walking for brief periods. Operates office equipment requiring moderate dexterity. Requires normal visual acuity and field of vision, hearing, and speaking abilities.
Work Environment
Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.
The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.
To perform this job successfully, an individual must be able to perform all of the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Job functions described are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary. Duties not contained herein may be considered essential to performing this job successfully, just as though they were included in this job description.
The City of Clermont has the right to revise this job description at any time. This description does not represent in any way a contract of employment. City of Clermont Benefits
$73,216.00 - $93,392.00 Annually Location :
Clermont, FL Job Type:
Full-Time Job Number:
01226 Department:
City Clerk Opening Date:
09/22/2025 Closing Date:
Continuous
General Description
This position is responsible for overseeing the citywide records management program, ensuring proper organization, retention, and disposition of both active and inactive records. This position provides high-level administrative support to the City Clerk and plays a key role in developing, implementing, and maintaining records and cemetery management policies and procedures that promote compliance, accuracy, and operational efficiency. In addition, this position provides supervision of the Senior Records Specialist. This role requires a high level of professionalism, discretion, and the ability to collaborate effectively with internal staff, the public and external agencies.
This position is exempt. Fair Labor Standards Act overtime provisions will not apply.
Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.
Primary Duties
Develops, implements, secures, and monitors a comprehensive citywide Records Management Program, ensuring compliance with records lifecycle requirements including retention, preservation, and disposition, in accordance with federal, state, and city regulations. Ensures compliance with the records retention schedules of the Florida Department of State, Division of Library and Information Services (FAC Chapter 1B-24). Coordinates the annual records disposition process, including associated documentation, inventory management, and scheduling of records eligible for destruction. Identifies, classifies, and oversees the preservation of vital and historical records. Develops and maintains the City Public Records Management and Procedures Manual. Maintains current knowledge of legal requirements and emerging trends in records and information management. Evaluates and recommends updates to technological systems, software, and policies to ensure compliance and enhance efficiency. Provides administrative-level access and oversight of the City's electronic records management system (ERMS), ensuring data integrity, preservation, security, and availability. Ensures that information technology systems and equipment align with the records repository, Records Management Plan, and comply with federal, and state regulations. Identifies records eligible for retention as electronic records within the ERMS. Leads the development and delivery of citywide training programs for department Records Coordinators related to records retention, ERMS usage, public records law, and internal procedures. Organizes and maintains the citywide structure within the records repository, including indexing, scanning, metadata accuracy, and Optical Character Recognition (OCR) quality. Coordinates and oversees digitization and conversion of physical records to electronic formats in compliance with the City's retention and archival standards. Develops and maintains user documentation, SOPs, and training guides for the records management system, public records request platform, and cemetery management software. Audits previously scanned/imported records to ensure proper indexing, metadata, and OCR accuracy. Reviews the scanning needs of all City departments and recommends appropriate digitization strategies to the City Clerk. Ensure compliance with public records laws. Reviews and redacts records for public disclosure in accordance with Florida public records law; serves as secondary reviewer for exemptions. Assists the City Clerk in the maintenance, storage, and timely disposition of official records in compliance with statutory requirements. Research and evaluates public records requests, historical documents, policy questions, and legal/regulatory guidance. Prepares and compiles statistical data and reports; reconciles departmental user licenses of the electronic records management system. Conducts research to support departmental initiatives and presents recommendations for improvements in equipment, storage, space utilization, and supply needs. Evaluates and implements a citywide file coding system to support consistency and standardization across departments. Maintains logs and index records, including those related to litigation, vehicle titles and official city assets. Leads and manages cemetery-related projects and initiatives assisting the City Clerk, ensuring regulatory compliance, and long-term planning goals. Maintains a working knowledge of state and municipal cemetery laws and advising leadership and contributing to policy updates and compliance efforts. Maintains and updates cemetery-related materials, including brochures and informational resources, to ensure accuracy and public accessibility. Supervises and provides training to the Senior Records Specialist ensuring effective performance in all job duties and professional development. Reviews and verify the accuracy and completeness of staff work. Serve as a backup to the Clerk's Office Coordinator and Senior Records Specialist positions, including daily transactions such as scanning, lien processing, cemetery sales, deposits, and receipt handling to ensure continuity of service and operations. Maintains professional and effective communication with internal staff, external agencies, and the public. Responds to public inquiries via phone, email, facsimile, and in-person interactions. Represents the City Clerk's Office by attending City Council meetings and workshops in the absence of the City Clerk or Deputy City Clerk. Also, serves on the canvassing board for municipal elections, if necessary. Maintains current knowledge of laws, regulations, and emerging trends in records and information management. Serves as a Notary Public for official City documents and ensures compliance with legal requirements. Perform other duties and special projects assigned. Minimum Qualifications
Bachelor's degree in Business Administration, Public Administration, Library/Information Science, Records Management or related field. Five (5) years of progressively responsible experience in records management, information governance, or a related administrative support role, preferably within a government or public sector environment and two (2) or more years of supervisory or lead experience in records administration or office management is strongly preferred, or an equivalent combination of education, training, and experience. Florida Notary Public or obtain within six (6) months from the date of employment. Valid Florida Class E Driver's license. Experience working with electronic records management systems (ERMS) and digitization processes, public records requests, redactions, and legal compliance documentation. Knowledge of Florida public records law, including Chapter 119, Florida Statutes, and Florida Administrative Code Rule 1B-24. Familiarity with records retention schedules issued by the Florida Department of State, Division of Library and Information Services. Licenses and Certifications - Preferred but not required. Certification as a Florida Certified Records Manager (FCRM) through the Florida Records Management Association. Certification as a Certified Records Manager (CRM) or a Certified Records Analyst (CRA). In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.
Essential Physical Functions & Environmental Conditions Physical Demands
Ability to lift a minimum of 35 pounds (1.5 cubic foot box) from the floor to waist height. Ability to raise primary arm above head to reach and hold a file folder at approximately 77 inches from floor. Requires sedentary work involving standing or walking for brief periods. Operates office equipment requiring moderate dexterity. Requires normal visual acuity and field of vision, hearing, and speaking abilities.
Work Environment
Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.
The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.
To perform this job successfully, an individual must be able to perform all of the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Job functions described are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary. Duties not contained herein may be considered essential to performing this job successfully, just as though they were included in this job description.
The City of Clermont has the right to revise this job description at any time. This description does not represent in any way a contract of employment. City of Clermont Benefits