Job description

Under occasional supervision, performs a variety of technical and administrative work involved with coordinating and implementing the City's Records Management Program. Work involves providing primary assistance to the City Clerk for designing, implementing, administering, and maintaining the program. Reports to City Clerk or designee.

Specific Duties and Responsibilities

Responsible for the City's Records Management and Retention Program in compliance with applicable Florida Statutes. Coordinates the process for preservation and storage of records. Tracks the retention schedule for records. Coordinates the records disposition process for all City departments.

Updates and maintains City Clerk database information and automated systems. Assists staff in accessing and using the archival system (Laserfiche).

Coordinates records retrieval as requested by all City Departments. Arranges for retrieval of records and delivery to the requesting department.

Oversees off site storage activities. Monitors the storage of records and billing for storage to ensure accuracy.

Coordinates and oversees citywide training on new electronic record management systems.

Provides administrative support to the City Clerk and Assistant City Clerk as needed.

Answers the telephone, responds to requests for information, and directs calls to appropriate staff.

Prepares a variety of correspondence, technical reports, and memos as directed by the City Clerk and Assistant City Clerk.

Plans, coordinates, and carries out records inventory, evaluations, and the disposition of departmental records.

Provides in-person training and technical assistance to City departments for records standards and guidelines.

Trains, supervises, and monitors all volunteers and light duty personnel assigned to City Clerk's office.

Coordinates and responds to public information and records requests, ensuring HIPAA compliance. Conducts research as required.

Organizes and maintains records schedules in accordance with State and other legal requirements.

Generates and maintains index of all items in storage, scanned and microfilmed items, paper and general files.

Prepares documents such as deeds, easements, and City legislation for recording with Broward County.

Records Documents as required by enabling legislation.

Provides technical disaster preparedness support to relevant Records Management functions.

Interacts and communicates with a variety of individuals including elected officials, City department directors and administrative staff, members of the public, etc.

Operates and maintains a variety of office equipment including telephone, computer, typewriter, printer, fax machine, copier, microimager, laser scanner, audio-visual equipment, and postage meter.

Serves as backup support for the reservation of conference rooms and preparation of monthly calendar.

Performs notary duties as required.

ADDITIONAL JOB FUNCTIONS
Performs other related duties as required.

Minimum Training and Experience
Requires a high school diploma or GED and at least two (2) years of experience in a public records program. Thorough knowledge of record keeping practices and procedures and general knowledge of City and State records laws. Strong knowledge of modern office methods and procedures, computer skills required and strong knowledge of electronic record keeping methods and new techniques required. Experience in governmental records management and knowledge of Florida's Public Records and Open Meetings laws preferred. Records Management Certification(s) highly desirable. Must demonstrate proficiency in computer software applications through the completion of a skills assessment exercise.

OTE: Job description, minimum qualifications, and the standards required to perform the essential functions are detailed in the official job description. The City of Tamarac is a drug-free workplace. Candidates recommended for hire must pass a pre-employment drug screening prior to appointment. An eligible veteran or spouse of veteran shall receive preference in the selection process as provided for in the Florida Statutes. To obtain veteran’s preference, a candidate MUST submit a copy of a DD-214, Certificate of Discharge, or Statement of Eligibility with their application.

FIRST REVIEW: October 24, 2022. Subject to closing at that time, or when sufficient number of applications are received.

Job Type: Full-time

Pay: $45,589.00 - $67,648.00 per year

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