The starting salary for this position is $58,656 and is non-negotiable.
Job Summary
This is highly responsible, specialized work requiring advanced administrative, technical, and legal-process coordination expertise. This position is responsible for the intake, categorization, assignment, tracking, coordination, collection, review, and timely delivery of records responsive to public records requests, subpoenas, civil discovery requests, and other investigation-related requests in compliance with Chapter 119, Florida Statutes, other applicable Florida law, court rules, and agency policy.
The position serves as a liaison among the public, media, internal departments, record custodians, and legal counsel to support transparency, enforce records retention requirements, and prepare documents for safe and compliant release or production. The position provides day-to-day oversight of the NextRequest system to ensure accurate logging, routing, monitoring, communication, invoicing, and timely fulfillment of requests, including escalation of delays, tracking of exemptions and redactions, and coordination with operational staff. This position also advises departments and/or schools of the application of statutes, regulations, and standards relating to the release, maintenance, safeguarding, security, and disposal of public records.
Essential Functions
1. Maintains extensive knowledge of the Florida Public Records Act, the Florida Government in the Sunshine Manual, applicable records retention requirements, and relevant state and federal laws, court rules, and agency procedures governing records access, confidentiality, subpoenas, discovery, and investigative matters. Interprets and applies legal requirements, exemptions, and redaction standards; identifies issues requiring review by management or legal counsel; and helps ensure organizational compliance with Florida law.
2. Administers and oversees the records request fulfillment system (NextRequest) system and other approved tracking tools used to receive, intake, categorize, assign, route, monitor, and close records-related requests through a central tracking dashboard.
3. Prepares status updates, correspondence, requests for clarification, cost estimates, invoices, fee waivers when authorized, and closing communications; documents the legal basis for any withholding or redaction; and communicates with requestors, attorneys, investigators, courts, agencies, media representatives, and internal stakeholders in a timely, professional, and tactful manner, including in matters that may be complex, sensitive, or adversarial.
4. Maintains complete and accurate electronic case files for public records requests, subpoenas, discovery matters, and other investigation-related requests; assigns and routes requests to appropriate departments, schools, custodians, or subject-matter staff; tracks response deadlines and follow-up activity; and expedites the flow of information among request participants.
5. Monitors fulfillment status, identifies aging or overdue items, prompts responsible staff for responsive records, and escalates non-routine, high-risk, or delayed matters as appropriate to ensure timely delivery in compliance with Florida law and organizational standards.
6. Coordinates the collection, review, organization, redaction, production, and delivery of responsive records.
7. Confers with record custodians and other staff to identify record sources, verify completeness, apply statutory exemptions, isolate and irreversibly redact confidential, privileged, sensitive, or legally exempt information, and prepare records for safe release or production.
8. Reviews files, emails, attachments, and other electronic records for responsiveness and compliance.
9. Ability to analyze non-routine requests, identify legal and operational issues, prioritize work, and coordinate across multiple departments to achieve timely and compliant responses.
10. Ability to develop and improve workflows, provide guidance to staff, and support training related to records handling and legal compliance. Strong organizational skills, attention to detail, and the ability to work independently in a high-volume environment involving sensitive, confidential, and time-sensitive matters.
11. Ensures development, implementation, access, control, retrieval, storage, and disposal of records. Coordinates transfer of appropriate records to state records center and state archives. Maintains appropriate records of personnel authorized to access said records.
12. Develops and delivers training for employees on public records.
13. Coordinates research and resolution of lost and missing vital records or other critical documents.
14. Updates public records page on district website.
15. Performs other duties as assigned.
Qualifications
Education: Bachelor’s degree in Business or Public Administration, Educational Leadership, Public Policy, Political Science, Broadcast, Journalism, Public Relations, Marketing, Communications, or related degree, from an accredited college or university.
Experience: Four (4) years of experience in records management, public records, compliance or legal environment.
Certifications & Licenses: NA.
Knowledge, Skills, and Abilities
- Knowledge of district, federal, and state statutes, laws, ordinances, policies, and guidelines related to public records
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Knowledge of public records and FERPA (Family Education Rights & Privacy Act)
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Knowledge of principles, methods, & procedures of records and information management
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Strong records management skills
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Strong oral, written, and interpersonal communication skills
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Strong word processing, spreadsheet, and presentation software skills
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Strong project management skills
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Strong prioritization skills
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Strong time management skills
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Strong problem solving skills
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Strong organization skills
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Ability to exercise sound judgment and discretion
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Ability to handle sensitive and protected information appropriately
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Ability to maintain professional demeanor during stressful and highly visible situations
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Ability to work independently
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Ability to demonstration tact and diplomacy in working with various constituencies
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Ability to compile and interpret statistical data
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Ability to exercise good judgment, courtesy, and tact
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Ability to maintain confidentiality
