STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- ADMINISTRATOR I - 21016417

DISTINGUISHING CHARACTERISTICS OF WORK:

An employee in this position assists the agency’s primary Records Custodian with the organization, maintenance, preservation, retrieval, storage, and tracking of official agency records in accordance with applicable Florida Statutes, state records retention schedules, and agency policies and procedures. This position provides administrative and clerical support for records management activities, including the maintenance of physical and electronic records, preparation of files for storage, retrieval of requested documents, maintenance of records inventories, and coordination of authorized records transfers and disposition.

The Assistant Records Custodian helps ensure records are accurately maintained, properly secured, and readily accessible to authorized personnel. This position works under the direction of the primary Records Custodian.

ESSENTIAL DUTIES:

• Assists the primary Records Custodian with the daily administration and maintenance of the agency’s records management program.
• Receives, sorts, classifies, indexes, file, scans, and maintains official agency records in physical and electronic formats.
• Maintains organized filing systems and assists with the accurate and timely retrieval of documents and information.
• Assists with maintaining records in accordance with applicable provisions of Chapters 119 and 257, Florida Statutes, relevant administrative rules, state records retention schedules, and agency policies.
• Assists with preparing inactive records for transfer to designated storage facilities or approved electronic storage systems.
• Maintains and updates records inventories, file indexes, tracking logs, storage documentation, and other records management records.
• Retrieves records in response to requests from authorized agency personnel and documents the movement or return of files as required.
• Assists the primary Records Custodian with locating and gathering records responsive to public records requests.
• Identifies records that may contain confidential, sensitive, or exempt information and refers them to the primary Records Custodian or designated personnel for review.
• Assists with reviewing records for retention and disposition eligibility in accordance with applicable retention schedules and established procedures.
• Prepares records identified for potential disposition and ensures they are not destroyed or otherwise disposed of without required review and authorization.
• Follows instructions concerning litigation holds, subpoenas, audits, investigations, pending public records requests, and other requirements that may necessitate preservation of records.
• Assists with maintaining documentation of authorized records transfers, archival storage, and destruction or disposition activities.
• Helps maintain the security and organization of records storage areas and protects records against unauthorized access, damage, loss, or misplacement.
• Assists with records inventories, audits, compliance reviews, and the implementation of established records management procedures.
• Operates office equipment and electronic records management systems, including scanners, copiers, databases, and document imaging applications.
• Communicates with agency personnel and designated records management contacts to coordinate routine records-related activities.
• Refers questions concerning statutory interpretation, public disclosure, retention requirements, records destruction, and other matters requiring approval to the primary Records Custodian or designated supervisor.
• Maintains the confidentiality of records and information encountered in the performance of assigned duties.
• Maintain a valid Florida Driver’s license.
• Performs related duties as assigned.

NOTE: DUTIES ARE ILLUSTRATIVE AND NOT EXHAUSTIVE. THE OMISSION OF SPECIFIC STATEMENTS OF DUTIES DOES NOT EXCLUDE THEM FROM THE POSITION IF THE WORK IS SIMILAR, RELATED, OR A LOGICAL ASSIGNMENT TO THE POSITION.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of general records management principles, filing systems, document control, and records storage procedures.
• Ability to follow established records retention schedules, agency procedures, and instructions concerning records