What are the responsibilities and job description for the Information Technology.Records position at Polk County Board of County Commissioners?
Job Description
RECORDS SPECIALIST - INFORMATION TECHNOLOGY DIVISION
Paygrade 12 - $20.90hr. / $43,472.00 annually
Employee Benefits
- Direct Deposit, Bi-Weekly Pay Checks
- Medical, Dental, Vision
- Life Insurance
- FRS Retirement
- 10 Paid Holidays
- Paid Time Off
- Tuition Reimbursement
- Education Incentives
- Deferred Compensation Plan
- Wellness Incentives
- Employee Assistance Program (EAP)
- Free Employee Gym
- Free Employee Health Clinic
Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated. The job description herein provides for the range of duties to be performed for this position. It is not intended to reflect all duties that are required within this position.
The Records Specialist is responsible for assisting in the development, implementation, execution and compliance of records management policies, guidelines and procedures for records creation, control, security, warehouse storage, retrieval, and disposition.
Primary Function : Identifies, categorizes, and indexes records located in and belonging to the various Divisions of the Polk County BoCC. Scans letter, legal and drawing size documents into electronic imaging systems.
Secondary Function : Provides review and research on proper records retention recordkeeping requirements. Accepts, retrieves, and loads records boxes into records warehouse storage. Ensures sufficient documentation is received and coordinates requests for off-site storage pickup and delivery.
IMAGING :
Performs all essential imaging duties, which includes system and equipment operations using a variety of software programs and electronic imaging equipment.
Maintains integrity of records and information received, stored, imaged, indexed, and dispositioned. Provide proper protection of records requiring security in accordance with standards of operating procedures and best practice.
Performs all procedural and regulatory imaging duties, which includes system and equipment operations using a variety of software programs and electronic imaging equipment. Performs duties with sound controls, security awareness, and accurate reporting.
Executes an accurate document imaging process that includes document preparation, production level scanning, data entry of indexing fields, and perform quality control validation on records scanned from paper to electronic imaging systems using automated software programs.
Creates and maintains an accurate data entry of indexing of fields that supports proper context and findability. Provides oversight and validation of AI produced data, metadata and outputs.
Research, retrieve, and produce responsive records and information in electronic or paper formats in an accurate and complete manner.
Trains users in the use and retrieval of files using various electronic imaging systems, and associated recordkeeping systems.
Produces electronic image of records from desktop computers, and prints to high-speed copier / printers, scanners, or plotters, or as legally admissible electronic record as necessary.
RETENTION :
Applies the State of Florida, Managing Public Records Handbook and both State and Federal rules and records retention schedules (Pursuant to the applicable State of Florida General Records Schedules, Florida Statutes Chapter 119 / Public Records and 257.36 / Records Information Management to organization records to ensure compliance with the State and Local regulatory requirements that affect records retention, electronic recordkeeping, and public information access.
Participates in the preparation of retention schedules for approval to include information gathering and documentation, coordinates collaboration among departments.
Maintains, updates, and validates Records Management Department Liaison Contact list. Facilitates and monitors security access controls of records to the appropriate Records Department Coordinators and Custodians.
RECORDS WAREHOUSE :
Maintains and controls movement of records in and out of records storage room(s) and records storage warehouse with accurate reporting.
Opens and closes storage room(s) and storage warehouse as required for user review, pick- up, or retrieving of records.
Reviews Records Storage Transmittal forms completed by Department Records Liaisons and recommends the proper records retention; ensures sufficient details provided and coordinates requests for off-site storage pickup and delivery.
Maintains Records Storage Warehouse with best practices that support Florida Department of State, Public Center Facilities Guidelines and in accordance with department standard operating procedures.
DISPOSITION :
Reviews and coordinates with Department Records Custodians and Records Coordinators the destruction of records that have met retention requirements; assists with the process of submitting Destruction Authorization documentation and ensures that documents are properly destroyed.
Coordinates shred services with vendor for on-site destruction. Produces accurate tracking for reporting, compliance and billing. Serves as a witness to destruction to validate and ensures a certificate of destruction is completed and reported to the Records Management Liaison Officer.
Coordinates shred services with vendor on behalf of Department Records Custodians and Coordinators.
Assists with the destruction of documents as required by law or county standard operating procedures.
TRAINING :
Prepares, develops and conducts records management training to enhance employee and management understanding of records management program.
Coordinates with agency Records Custodians and Records Coordinators in all divisions, temporary labor, and minimum-security prison trustees to support records and information inventory, retention, disposition and initiatives.
Assesses and analyzes impact of proposed changes on records management workflow on staff. Designs and develops documentation to support changes and facilitates change management through training and communication.
REPORTING :
Creates and maintains accurate reporting on routine reports and special reports as needed by their defined deadlines.
Accurately document and report records and information issues, errors, and or concerns. Works with vendors in identifying and solving software and hardware problems as necessary.
Performs related duties as required by Supervisor.
KNOWLEDGE, SKILLS AND ABILITIES :
MINIMUM QUALIFICATIONS :
Graduate of an accredited two (2) year college or university with major course work in Business Administration, Computer Science, Legal Assisting, or Records Management or a related field and have a minimum of two (2) years office experience or clerical work experience, which includes filing, electronic imaging, operating high-speed printers, copiers or document scanning equipment.
Must possess a valid driver's license and be able to secure a valid driver's license at the time of employment.
A comparable amount of related training and experience may be substituted for the minimum qualifications.
SPECIAL REQUIREMENTS :
Employee must complete and pass a Records and Information Management (RIM) Certificate Program during the initial probationary period.
This position shall be required to report for work when a declaration of emergency has been declared in Polk County.
Salary : $43,472
