Records Coordinator; Part-Time

Job Title: Records Coordinator (Part-Time)

Department: Community Development

FLSA Status: Non-Exempt

Grade: 103

SUMMARY: This is a part‑time position that is responsible for the efficient organization and management of public records. The position ensures records are scanned and organized in an efficient manner and prepares and responds promptly and in a courteous manner to public records requests, both external and internal.

• Responsible for scanning and organizing documents such as Development Orders, site plans, subdivision plans, permits, project files, ordinances, meeting minutes, general correspondence, etc.
• Maintains knowledge of public records retention rules and regulations; maintains all records in a complete, orderly, and accessible manner.
• Performs research and retrieval of records.
• Prepares and responds promptly and in a courteous manner to public records requests, both external and internal.
• Operates various types of office equipment, such as copy machines and computer scanning equipment.
• Maintains completeness, integrity and custody of documents and files, regardless of format.
• Assists other staff to ensure compliance with the policies, procedures, and practices of the Department records management program.
• Provides other administrative and clerical support as needed.
• Performs other related duties as assigned.

Supervision of other city employees is not required of this position.

High School Diploma and one (1) year of work experience involving record management field or document and inventory control.

Valid Florida driver’s license required

None.

• Knowledge of filing systems (alpha/numeric).
• Knowledge of state and local policies regarding records management and governing the release of information.
• Knowledge of the technical aspects of document imaging/scanning.
• Knowledge of Microsoft 365 programs, including Word, Excel, Teams, Outlook and SharePoint.
• Skill in the use of small office equipment, including copy machines and scanners.
• Skill in using computers for data entry and word processing.
• Skill in the creation of spreadsheets or automated record keeping system(s).
• Ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures.
• Ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to learn and understand subject matter principles and techniques.
• Ability to differentiate colors and shades of color.
• Ability to interact with people (staff, supervisors, general public and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
• Ability to communicate and organize effectively.

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. This position will require the employee to routinely lift or carry boxes of records weighing up to 30 pounds. Must be physically able to operate a variety of essential job‑related machines and office equipment. Must be able to move or carry essential objects or materials.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The City has the right to revise this description at any time. This description does not represent in any way a contract of employment.