Job Title: Records Management Coordinator

Reports to:Senior Manager, Technology and Information
Typical Schedule:245 days/7.5 hours
Bargaining Unit:N/A

 

FLSA:Exempt
Job Code:5203
Salary Schedule:84N

JOB GOAL

Responsible for assisting in planning, coordinating, evaluating, and implementing the district records management system. This includes monitoring all records handling activities to ensure the records management program complies with district, state, and federal rules and regulations relating to proper custodial care, including security and confidentiality requirements. Supports the District’s designated Records Management Liaison Officer in performing records management functions as prescribed by the Florida Department of State.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Oversee operation and maintenance of district records management system, including creation, receipt, storage, retrieval, and disposition of records.
  2. Protect and maintain district records according to the appropriate records retention guidelines and develop procedures for records management to ensure compliance with applicable statutes and rules. Organize, convert, and integrate files for storage.
  3. Coordinate the records destruction process to identify, retrieve and transfer documents for secured destruction as prescribed by Florida Department of State records retention schedule, including establishing procedures for preparing records for storage and/or destruction.
  4. Investigate, acquire, and review documents for compliance with F.S.119.07, ensuring all exemptions are redacted prior to the releasing of records in response to requests.
  5. Serve as the initial point of contact between records management and district personnel regarding records management policies and procedures and processing of records requests.
  6. Develop and provide training and instruction to staff, teachers, and administrators as necessary regarding record storage, retrieval and handling of district documents and forms.
  7. Coordinate the work of records management staff, providing guidance and direction regarding proper records management practices and procedures.
  8. Maintain various records databases to ensure accuracy, consistency, and functionality, to include district-wide document management applications.
  9. Analyze, compile, and interpret data presented in applications, and provide reports as needed.
  10. Assist with bid writing and assess related industry trends for input/output devices (scanners, copiers and printers) and the evaluation of related (reprographic) services, equipment and supplies.
  11. Make recommendations for allocation of copiers, printers, and computer inventories within the district.
  12. Perform other duties as assigned

MINIMUM REQUIREMENTS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS & ABILITIES

  •          Communicate effectively with all stakeholders in written and oral form.
  •          Organize, prioritize, manage, and carry out duties efficiently and within established timeframes.
  •          Working knowledge of state recordkeeping rules and regulations.
  •          Ability to establish and maintain effective working relationships with all stakeholders, vendors and staff.

EDUCATION, TRAINING & EXPERIENCE

  •          High school diploma or equivalent
  •          Minimum three years of experience in records management services or related field
  •          OR
  •          A comparable amount of training and experience may be substituted for the minimum qualifications

CERTIFICATES, LICENSES & REGISTRATIONS

None

PREFERRED QUALIFICATIONS

  •          Bachelor’s Degree
  •          Five years of experience in records management services or related field

SUPERVISORY RESPONSIBILITY

Direct supervision of records management staff. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems; training employees; and assisting with hiring, discipline and evaluating performance.

PHYSICAL REQUIREMENTS

Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently and/or up to 10 pounds of force constantly to move objects.

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 to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. 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.

Records Management Coordinator;   EST: August 22, 2012;   REV: September 5, 2017;   Board Approved: September 5, 2017