THE SCHOOL BOARD OF MANATEE COUNTY
Local Title: SPECIALIST, RECORDS MANAGEMENT
State Title: Records Specialist
JOB DESCRIPTION
JOB GOAL:
To ensure that the District is in compliance with all governmental regulations regarding records management, and to maintain an efficient and effective system for storing, retrieving and preserving all of the District records.
QUALIFICATIONS:
- High School Diploma or equivalent
- Minimum of three (3) years in record retention and management.
- Experience in micrographics and digital imaging.
- Experience working with various forms of storage media, including paper, digitally scanned images, disk, tape, CD-ROM, microfilm, etc., preferred.
- Excellent knowledge of applicable data privacy practices and laws.
- Certified Records Manager, preferred.
- A comparable amount of training and experience may be substituted for the minimum requirements.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of laws, rules and procedures related to records and forms management. Knowledge and understanding of the purpose of record retention and disposition. Ability to understand and follow written and oral instructions. Ability to read, interpret and apply rules, regulations, and procedures. Ability to communicate effectively both verbally and in writing with school personnel and public. Ability to promote a smooth flow of business, to maintain confidentiality and to establish and maintain positive working relationships with others. Ability to keep records and files, to assemble and organize data and to prepare composite reports from such data. Knowledge of indexing and retrieval of information. Skill in the use of modern office machines and microfilm equipment. Ability to perform assigned tasks with minimal supervision.
REPORTS TO:
Supervisor, Property Records/Records Management
SUPERVISES:
N/A
PERFORMANCE RESPONSIBILITIES:
- Acquire and maintain Florida Certified Records Manager (FCRM) certification. Support and serve as backup to the District’s Records Management Liaison Officer (RMLO) to the Florida Department of State, Division of Library and Information Services to implement statutory requirements. Provide a comprehensive records management program throughout the District.
- Research, plan, and coordinate the implementation and use of advanced recordkeeping systems including, but not limited to, document imaging systems and electronic forms projects.
- Coordinate a systematic plan of storage. Secure, organize, and maintain records section of warehouse and external storage facilities to fully utilize available space and allow for expedient retrieval.
- Initiate survey and inventory of all records as the basis for planning and launching a Central Records program.
- Manage records access requests and respond in an appropriate and timely manner and in accordance with federal, state and School Board policies.
- Coordinate district-wide retention requests to ensure records are received, stored, and appropriately retained or destroyed, in accordance with state and federal regulations.
- Maintain accurate records and provide reports regarding inventory, activity, and pertinent records-related information.
- Communicate directly with administrators, department heads, as well as school and district staff to provide guidance.
- Serve as resource person for records management concerns system-wide, addressing unique and common concerns.
- Implement retention schedules and coordinate legal destruction of records in accordance with State Disposition Procedures.
- Remain current in knowledge of federal and state laws and regulations as well as Board policies to ensure District compliance.
- Design training programs and provide workshops for District personnel to ensure they are well informed about records management laws, rules, and procedures and in identifying records for retention or destruction.
- Extract specific information from the Student Information Systems, as required.
- Maintain a production log of documents microfilmed and/or digitally imaged and destroyed.
- Assist in creating and maintaining a process for permanent retention by means of digital imaging for district records.
- Prepare and scan documents with a permanent retention for microfilm and/or digital imaging.
- Recommend new or revised policies and procedures related to records management to ensure efficiency and compliance.
- Maintain Records Management external website and internal enterprise document management site.
- Maintain inventory, perform inspections of processed film/scans and organize the transmittal of original microfilm and scanned files to off-site storage in compliance with 1B-26, F.A.C.
- Ensure vital records protection, disaster planning and recovery.
- Perform routine user maintenance of micrographic and document management not requiring manufacturer or vendor service.
- Adhere to job aids, standard operating procedures, and records management documentation.
- Support and promote plans for integrating electronic records with intranets, extranets, portals, document repositories, and content management systems.
- Develop and maintain business processes and standards for ensuring that all records generated electronically are coherently uniform in structure and appearance.
- Assess compatibility of electronic record formats with statutory regulations; propose changes where necessary.
- Ensure that authorized personnel, as applicable to the situation, can rapidly and efficiently retrieve stored electronic records for examination.
- Liaise with IT Division team members and systems experts on hardware and software issues that affect the availability and accessibility of electronic records, wherever they exist.
- Maintain awareness and knowledge of developments within the electronic records management industry.
- Receive, organize, and prioritize departmental documentation for scanning and related production activities.
- Input documentation into district’s imaging systems via scanning devices.
- Ensure that image quality of scanned documents are appropriate and conform to district standards.
- Work closely with IT team members to fully secure electronic records and maintain a security group structure based on district assigned job roles.
- Where necessary, provide end-user training and support for document imaging and scanning hardware and software.
- Liaise with third-party support and equipment vendors.
- Demonstrate initiative in the performance of assigned responsibilities.
- Model and maintain high ethical standards.
- Maintain confidentiality of student and district records and other work-related matters.
- Exhibit interpersonal skills to work as an effective team member.
- Participate successfully in the training programs offered to increase skill and proficiency related to assignment.
- Follow attendance, punctuality, and proper dress rules.
- Keep supervisor informed of potential problems or unusual events.
- Follow all School Board policies, rules and regulations.
- Demonstrate support for the School District and its goals and priorities.
- Perform other tasks consistent with the goals and objectives of this position.
- As technology systems evolve duties, responsibilities and activities may change and new ones may be assigned at any time.
PHYSICAL REQUIREMENTS:
Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force and/or up to 10 pounds of force as needed to move objects.
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 those established by the District.
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.
Board approved on:
07/26/2010
Revised:
05/22/2018
03/10/2020
02/13/2024
SALARY SCHEDULE: SAMP
PAY GRADE: D02
SHORT TITLE: SUP163
STATE JOB CODE: 77641
