Job Title: Records Management Specialist

Reports to:Manager or Sr. Manager, OTIS
Job Group:Non-Instructional Non-Bargaining


Job Code:5126
Salary Schedule:PG13


Responsible for the coordination and scheduling of the digital conversion, storage, retrieval, printing, and destruction of records for schools and departments.


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. Provide direction to and supervise assigned personnel, conduct annual performance evaluations, and make recommendation for appropriate employment actions.
  3. Understand and apply retention guidelines issued by the Florida Division of Library and Information Services in the development of processes to identify, retrieve, and transfer documents for secured destruction.
  4. Organize, convert, and integrate files for digital conversion and storage.
  5. Train Records Management staff on the operation and maintenance of scanning equipment and software.
  6. Identify and resolve issues with scanning equipment, install system updates, and communicate with equipment vendors to optimize equipment performance.
  7. Coordinate off-site repairs of equipment needed, as needed.
  8. Assist with bid writing and assess related industry trends for devices used in the maintenance and destruction of records.
  9. Develop and conduct training for District Staff in records management procedures.
  10. Communicate with customers and instruct on Obsolete Superseded or Administrative (OSA) and retention requirements.
  11. Receive and enter requests for the destruction of records that OSA value is lost.
  12. Schedule the pickup and destruction of confidential records.
  13. Attend mandatory training workshops required by the District to keep abreast of current technology and trends, new developments in the industry, best practices, government regulations, and legal requirements affecting the school system, and propose change, if appropriate.
  14. Provide technical assistance to staff by creating and maintaining user guides.
  15. Maintain compliance with School Board policy at all times.
  16. Perform other duties as assigned.


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.


  • Ability to work collaboratively with others and facilitate groups to consensus
  • Ability to effectively engage in the problem-solving process
  • Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
  • Excellent time management skills and ability to organize, prioritize, manage, and carry out duties efficiently and within established timeframes
  • Operating knowledge of computer programs, including email, word processing, spreadsheets, databases, and web-based technologies and platforms
  • Ability to establish and maintain collaborative working relationships with all stakeholders
  • All hires must submit to and pass an initial drug test and subsequent random drug tests in accordance with District requirements


  • High School Diploma or General Education Degree (GED) from an accredited institution
  • Two years’ experience related to records management
  • OR
  • Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position


  • Valid Florida Driver's License
  • Must maintain a driving record that meets the standards of the District Safe Driver Plan. Driver’s License must be maintained as a condition of continued employment.


  • Associate degree from an accredited institution in the field of Information Technology, Computer Science, or related field
  • Four years’ experience related to records management
  • Two years’ experience in a supervisory role


Direct supervision of assigned personnel. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems; training employees; evaluating performance; and interviewing, testing, hiring, and assignment of personnel.


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.


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 stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch, crawl, talk, and hear. The employee occasionally lifts and/or moves up to 50 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.


Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.


  • General office equipment, including personal computers, fax machines, copiers, telephones, etc.
  • Must be able to drive a District vehicle OR may need to provide own transportation to drive to various locations within the District.


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 Specialist;   EST: August 8, 2012;   REV: June 11, 2024;   Board Approved: June 11, 2024

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