Records Management Specialist 1 (Clerk of the Court and Comptroller)

Minimum Qualifications

Bachelors degree in Records Management, Business Administration, Public Administration or related field. Records management experience may substitute for the required education on a year-for-year basis.

Recruitment Notes

POSITION SUMMARY

This position performs professional level work supporting multiple functions of a centralized records management program. Responsibilities include coordinating activities related to the design and revision of forms as part of the departments form management program. The employee is expected to assist County departments, COCC departments and other agencies with records retention and disposition, ensuring compliance with state retention schedules and other regulatory requirements. This position also assists with processing public record requests received from the general public. The position requires the ability to work independently, analyze records to ascertain correct record series titles and calculate accurate retention dates to determine whether records are eligible for disposition. Strong comprehension skills are essential to interpret public records requests and apply appropriate records classification and retention guidelines.

Clear and professional communication is required to effectively interact with internal and external customers. Supervision is received from an administrative superior who reviews work for accuracy, and adherence to established policies and other guidelines.

PREFERRED QUALIFICATIONS:

• Two (2) years of professional work experience in a field that requires analytical skills and adept attention to detail.
• Experience applying records retention schedules using General Schedules from the Division of Library and Information Services.
• Experience with processing public records requests.
• Some familiarity with the records disposition processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate activities related to the departments forms management program (creating new forms, updating existing forms, and maintaining the forms catalog).
• Analyze records to ascertain appropriate record series titles, applicable retention requirements, and eligibility for disposition according to guidelines from the Department of Library and Information Services.
• Ensure compliance with retentions records and disposition requirements by applying applicable regulations and following all established procedures.
• Process public records requests, which include but are not limited to reviewing, interpreting, responding to inquiries in a timely matter, submitting cost estimates, processing payments, and assisting with monthly reporting according to established policies and procedures using an electronic records management system.
• Maintain all DRMLO liaison listings and provide guidance and assistance to internal and external customers related to records management matters.
• Prepare monthly statistical reports that will assist management in analyzing the daily operations of the unit and ensure timely completion of reports.

KNOWLEDGE, SKILLS, AND ABILITIES

• Some knowledge of records management principles and practices, forms management, and /or public records request processing.
• Some knowledge of state retention schedules.
• Strong analytical skills to evaluate records and ascertain correct records series titles and retention.
• Effective written and verbal communication skills to facilitate communication between department representatives.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is primarily performed in an office environment, with extended periods at a computer. Occasional travel

may be required to train or assist customers with their records management needs and may involve lifting boxes on occasion (up to so lbs.).

NOTE

This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.

For questions regarding this job posting, applicants may contact the Clerk of the Court and Comptroller Human Resources Department at hr@miamidadeclerk.gov.