Primary Purpose

The Records Manager is responsible for the overall records management, archived records, and functions of the Records Unit at the main office and field offices. This position functions as the Records Custodian for all subpoenas, formal records requests and court appearances.

Education and Qualification Requirements

• Bachelor’s Degree (preferable in related field) or 3 to 5 years of related work experience
• Valid Florida Driver's License
• Advanced knowledge of Microsoft Word, Outlook, Excel and PowerPoint
• Advanced knowledge of Records Management Software
• Advanced knowledge of NIBRS and FIBRS
• Advanced knowledge of Florida Public Records Law
• Familiarity with SJSO policy and procedures

Duties

• Attend and participate in meetings, training sessions, seminars, and conferences as directed/required
• Oversee seals/expunges incident or arrest records
• Oversee Body Worn Camera (BWC) footage and applications
• Maintains both physical and digital records ensuring they’re managed efficiently, securely, and in compliance with legal and organizational requirements
• Process and disseminate public record information upon request
• Oversee all records data entry and retrieval activities
• Oversee the entire life cycle of records from creation, storage, access, and disposal, or archiving, of those records
• Conducts regular audits and inventory of records and identify areas for improvement
• Qualify decisions/recommendations and follow procedure based on current legal statutes
• Efficiently, timely, accurately create, record, track, distribute, and respond to correspondence, reports, and documents
• Review overtime/leave requests and attendance for approval with compliance of required staffing rules and policy guidelines
• Apply appropriate techniques, consistent with agency policy to successfully identify and resolve personnel conflicts
• Stay current with publications, trends, practices, laws, and legal standings; become familiar with new techniques/technology as it relates to field of expertise and job responsibilities
• Conceptualize and implement new programs/processes
• Assist in the development and expenditure of the Unit budget; provide prioritization of need in line with objectives and performance requirements
• Assist Executive Staff with various duties, special projects and responsibilities
• Other duties as assigned

Job Controls and Complexities

• Report directly to supervisor
• Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
• Maintain confidentiality/security of files and information obtained in the course of employment
• Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements
• Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers
• Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)
• Possess good interpersonal and communication skills

Contacts

• Employees
• Other government employees
• General Public

Physical Environment

• Work is primarily in an office environment under normal amount of stress
• Normal business hours apply; however, hours are subject to vary and overtime may be necessary including nights, weekends, and holidays
• Stand for long periods
• Sit for long periods      
• See at normal range or with accommodations
• Hear at normal level or with accommodations
• Speak understandably                          
• Manual dexterity
• Ambulate independently                                              
• Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs or more  
• Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 20 lbs or more

Important Information

Regular attendance is critical to the success of this position and is required of all Agency personnel.

The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page, are considered essential.  All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public.  This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.