SENIOR SPECIALIST - RECORDS MANAGEMENT

Salary Schedule

This position is allocated and designed to provide office leadership support, District and public records request process coordination with Records Management, Legal Services Department, and Executive Leadership.

QUALIFICATIONS:

1. Bachelor’s degree from an accredited college in Business Management or related field or any equivalent combination of related education, training and/or experience which provides the required knowledge, skills, and abilities to perform the essential job function.


2. Three (3) years of experience working with Florida statutes, governmental entities, public records management or legal research and analysis.


3. Must have experience working with Microsoft suites. Experience with SAP and Adobe Pro is preferred.

KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of Florida Statutes, public record laws, Florida Rules of Civil Procedure, Florida Rules of Court, federal judicial procedures, and Government in the Sunshine requirements. Ability to independently perform legal research and analysis. Must be able to problem solve, work independently, use own discretion and judgement and be accountable for results. Excellent oral and written communications skills and interpersonal skills. Time management, attention to detail and organizational skills are essential. Must be computer literate and have knowledge of photocopying, faxing, enlarging, reducing, and maintaining records visible for record storage or distribution.

REPORTS TO: Senior Manager - Records and Forms Management

SUPERVISES: No Direct Reports

MACHINES, TOOLS, EQUIPMENT:
Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier

PHYSICAL REQUIREMENTS:
Describes physical conditions of this position.

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

PHYSICAL ACTIVITY:
Physical activities of this position. Percent of a typical day involved in each applicable activity is noted.

Percentage
70 Sitting: Resting with the body supported by the buttocks or thighs.
10 Standing: Assuming an upright position on the feet, particularly for sustained periods of time.
10 Walking: Moving about on foot to accomplish tasks, particularly for long distances.
5 Bending: Lowering the body forward from the waist.
5 Reaching: Extending hand(s) and arm(s) in any direction.
5 Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
80 Finger Dexterity: Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
70 Grasping: Applying pressure to an object with the fingers and palm.
90 Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly, or quickly.
90 Hearing Acuity: The ability to perceive speech and other environmental sounds at normal loudness levels.
90 Visual Acuity: The power to see at a level which allows reading of numbers and text, operation of equipment, inspection of machines, etc.

Note: Will total more than 100 percent as several activities may be performed at one time.

WORKING CONDITIONS:
Conditions the worker will be subject to in this position.

Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.

PERFORMANCE RESPONSIBILITIES:
* Manifests a professional code of ethics and values.
* Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing OCPS in a positive light.
* Models the routine, intentional and effective use of technology in daily work, including communications, organization, and management tasks.
* Serve as lead to support staff; establish and implement office procedures; conduct meetings with office staff. Coordinate tasks and assign duties to others within a specific timeframe.
* Serves as lead in the district records center providing leadership to staff, liaison to internal and external attorneys, principals, district administrators, area superintendents, and other executive management individuals for compliance to public records requests and subpoenas, and as assistant records custodian for court depositions and appearances.
* Provide support to district leadership with questions or concerns regarding public records management.
* Investigates, acquires, and evaluates/reviews documents for compliance with Section 119.07 F.S. ensuring all exemptions are redacted prior to the releasing of records in response to requests.
* Create and/or generate weekly, quarterly, and annual analytical reports for utilization by Senior Administrator, including dissemination of data.
* Assists the RMLO in district records center operations for proper records storage as prescribed by the Florida Public Records Storage Guidelines.
* May be responsible for interaction with union members, local/state/federal authorities, regarding grievances, legislation, regulations, and lawsuits that involve district employees, and students. Work in conjunction with school district legal counsel to gather background data for pending litigation.
* Support major, and manage minor, projects as assigned.
* Formulate meeting arrangements, coordinating all logistical details; distribute notices and agendas.
* Support the Senior Manager in identifying strategies and initiatives for the district and Records Management.
∗ Keep Senior Manager and leadership informed of all critical issues and incidents.
∗ Follow the district’s policies and procedures as related to all HRMD guidelines and the district’s instructional initiatives.
∗ Follow the district’s policies and procedures as related to fixed assets.
∗ Develop leadership in subordinates.
∗ Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
∗ Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
∗ Responsible for self-development and keeping up to date on current research, trends, and best practices relevant to the area of responsibility.

Perform other duties and responsibilities as assigned by supervisor.

* Essential Performance Responsibilities

TERMS OF EMPLOYMENT:
Non-bargaining unit compensation plan, twelve months, 8.0 hours per day.

EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.

04/30/2025