Specialist, Records Management

Location: Sarasota

THE SCHOOL BOARD OF MANATEE COUNTY

Local

Title:

SPECIALIST, RECORDS MANAGEMENT

State

Title:

Records Specialist

JOB DESCRIPTION

JOB GOAL:

To ensure that the District is in compliance with all governmental regulations regarding records management, and to maintain an efficient and effective system for storing, retrieving and preserving all of the District records.

QUALIFICATIONS:

High School Diploma or equivalent

Minimum of three (3) years in record retention and management.

Experience in micrographics and digital imaging.

Experience working with various forms of storage media, including paper, digitally scanned images, disk, tape, CD-ROM, microfilm, etc., preferred.

Excellent knowledge of applicable data privacy practices and laws.

Certified Records Manager, preferred.

A comparable amount of training and experience may be substituted for the minimum requirements.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of laws, rules and procedures related to records and forms management. Knowledge and understanding of the purpose of record retention and disposition. Ability to understand and follow written and oral instructions. Ability to read, interpret and apply rules, regulations, and procedures. Ability to communicate effectively both verbally and in writing with school personnel and public. Ability to promote a smooth flow of business, to maintain confidentiality and to establish and maintain positive working relationships with others.

Ability to keep records and files, to assemble and organize data and to prepare composite reports from such data. Knowledge of indexing and retrieval of information. Skill in the use of modern office machines and microfilm equipment. Ability to perform assigned tasks with minimal supervision.

REPORTS TO:

Supervisor, Property Records/Records Management

SUPERVISES:

N/A

PERFORMANCE RESPONSIBILITIES:

Acquire and maintain Florida Certified Records Manager (FCRM) certification. Support and serve as backup to the District's Records Management Liaison Officer (RMLO) to the Florida Department of State, Division of Library and Information Services to implement statutory requirements. Provide a comprehensive records management program throughout the District.

Research, plan, and coordinate the implementation and use of advanced recordkeeping systems including, but not limited to, document imaging systems and electronic forms projects.

Coordinate a systematic plan of storage. Secure, organize, and maintain records section of warehouse and external storage facilities to fully utilize available space and allow for expedient retrieval.

Initiate survey and inventory of all records as the basis for planning and launching a Central Records program.

Manage records access requests and respond in an appropriate and timely manner and in accordance with federal, state and School Board policies.

Coordinate district-wide retention requests to ensure records are received, stored, and appropriately retained or destroyed, in accordance with state and federal regulations.

Maintain accurate records and provide reports regarding inventory, activity, and pertinent records-related information.

Communicate directly with administrators, department heads, as well as school and district staff to provide guidance.

Serve as resource person for records management concerns system-wide, addressing unique and common concerns.

Implement retention schedules and coordinate legal destruction of records in accordance with State Disposition Procedures.

Remain current in knowledge of federal and state laws and regulations as well as Board policies to ensure District compliance.

Design training programs and provide workshops for District personnel to ensure they are well informed about records management laws, rules, and procedures and in identifying records for retention or destruction.

Extract specific information from the Student Information Systems, as required.

Maintain a production log of documents microfilmed and/or digitally imaged and destroyed.

Assist in creating and maintaining a process for permanent retention by means of digital imaging for district records.

Prepare and scan documents with a permanent retention for microfilm and/or digital…