Legal Records Manager

Starting placement will generally not exceed 15% of the advertised initial salary range and is based on qualifications, experience, and internal equity.

The primary purposes of this position are to manage the paper and electronic records of the County Attorney's Office and to facilitate and coordinate the County's response to public records requests.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.

• Facilitates and coordinates the County's response to public records requests. Acknowledges receipt of public records requests and forwards same to the appropriate divisions for review and response back to the County Attorney's Office.
• Coordinates with other divisions to ensure that all responsive records are timely provided to the requester.
• Maintains a working knowledge of applicable policies and procedures regarding processing public records requests.
• Maintains a working knowledge of statutory public records exemptions.
• Reviews and redacts exempt information from records except for those records related to matters involving litigation, which shall be reviewed and redacted by the Sr. Paralegal.
• Maintains the contents of public records request files, and updates files in a timely manner.
• Manages the County Attorney's Office's files in accordance with established policies and procedures and statutory retention schedules.
• Reviews existing paper files to determine which files are ready for destruction in accordance with County policies and procedures and the State of Florida’s General Records Schedule GS1-SL for State and Local Government Agencies.
• Makes arrangements to have the eligible files destroyed and manages the destruction process in its entirety.
• For those paper files not ready for destruction, scans, uploads, and otherwise saves the files’ contents to the appropriate file in the electronic document management system, double-checks that the documents have been properly uploaded, and then destroys the paper files.
• Monitors removal and return of paper files from the file room during the scanning process.
• Updates each file's status in the electronic document management system as it changes – open, closed, destroyed, including certificate of destruction numbers.
• Enters a review date in the electronic document management system when a new file is opened and reviews the file on that date for possible destruction.
• Maintains Excel spreadsheets of closed and destroyed files, including certificate of destruction numbers.
• Serves as the County Attorney's Office's Records Management Liaison Officer with the County's Division of Facilities Management.
• Interacts with individuals in a pleasant and professional manner. Serves as the primary individual answering incoming telephone calls.
• Keeps track of when to respond to inquiries made by County staff and the public and when to forward inquiries to an attorney for response.
• Responds to inquiries in a timely manner.

• Monitors the location of all paper files; retrieves information from files.

Work involves the application of office and county policies and procedures, as well as interpreting provisions of the Florida Statutes under the supervision of an attorney. Decisions focus on day-to-day activities within the County. Decisions made at this level help to ensure that daily activities proceed smoothly and therefore help to move the County toward reaching a strategic goal. They have short-term consequences.

• Supervision Received:
  The supervisor makes assignments by defining objectives, priorities, and deadlines, and assists the employee with unusual situations that do not have clear objectives. The employee plans and carries out successive steps and resolves problems and deviations in accordance with instructions,…