Job Title: Public Records Specialist
| Reports to: | Public Information Officer |
| Job Group: | School-Related Personnel |
| FLSA: | Non-Exempt |
| Job Code: | 5245 |
| Salary Schedule: | PG07 |
JOB GOAL
Assumes the primary responsibility for accepting, processing, and responding to subpoenas, public records requests, media requests, and other forms of requests to produce. This function includes the application of state, federal, and local laws, policies, and rules as they pertain to maintenance and production of district records.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Coordinate the district’s response to subpoenas, public records requests, media requests, and other requests to produce.
- Retrieve, review, and redact requested district records in a manner consistent with local, state, and federal laws, policies, and rules.
- Coordinate and document all incoming records requests, as well as any associated timelines or deadlines for completion.
- Collaborate with internal stakeholders as needed to gather and evaluate records that are responsive to records requests.
- Communicate with requesting organizations or individuals to acknowledge receipt of records requests.
- Provide the estimated length of time and the estimated costs for production of requested records; collect any identified costs or fees associated with a records request.
- Arrange delivery of requested records once any identified costs or fees are paid.
- Maintain public records request tracking system to monitor timely review and response from departments.
- Prepare and maintain appropriate redaction and exemption logs.
- Notify the Public Information Officer of any records requests that are unusual, voluminous, and/or controversial in nature.
- Notify the Public Information Officer, School Board Attorney, and/or district-designated risk manager of any subpoena, legal complaint, legal summons, or similar legal document received.
- Other duties and tasks as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Knowledge and understanding of applicable state and federal laws and rules regarding the maintenance and production of public records
- Knowledge and understanding of applicable district policies, procedures, and rules regarding the maintenance and production of public records
- Knowledge of the district’s organizational and information structure
- Ability to manage, coordinate, and track multiple project tasks concurrently
- Ability to write clearly and concisely, using proper grammar, punctuation, and spelling
- Ability to read, process, and understand text at various levels of complexity
- Ability to review documents for accuracy and completeness
- Possess strong attention to detail
- Ability to provide consistent and high-quality customer service
- Ability to communicate effectively verbally and in writing with a diverse range of individuals
- Knowledge of and ability to effectively operate the district’s information technology resources and associated hardware, software, and document management systems
- Excellent time management skills and ability to organize, prioritize, manage and carry out duties efficiently and within established timeframes
- Ability to establish and maintain collaborative working relationships with all stakeholders
EDUCATION, TRAINING & EXPERIENCE
- Associate of Arts degree from an accredited institution
- Previous public information records experience
OR
- Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position
CERTIFICATES, LICENSES & REGISTRATIONS
n/a
PREFERRED QUALIFICATIONS
- Associates Degree in Business Administration or related field
- Three years advanced public information records experience
- Minimum two years employment in Pasco County Schools
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work
PHYSICAL ACTIVITY
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.While performing the duties of this job, the employee is required to sit, talk and hear; stand and walk; use hands/fingers to handle, or feel; reach with hands and arms. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
General office equipment, including personal computers, fax machines, copiers, telephones, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
