Municipal Records Specialist

The City of Winter Garden provides the following benefits to regular full-time employees:

• Retirement pension with 5 year vesting for General Employees and 6 year vesting for Fire and Police
• Optional additional retirement savings with a 457(b) plan
• Medical insurance - 100% City paid employee-only medical coverage
• Partial City contribution for the cost of dependent care medical coverage
• Health Savings Account - A City contribution of $1,454.24 to the HSA annually
• City paid long term disability and life insurance benefits
• Vacation and sick leave banks with 10 paid holidays yearly
• Educational reimbursement and career development program
• Dental, vision, flexible spending, and dependent care accounts
• Employee Assistance Program
• Legal Shield
• Clothing allowance and uniforms supplied
• Free gym membership

WORK OBJECTIVE

Under the close supervision of the City Clerk, provides effective control over the identification, appraisal, maintenance, protection, preservation, transfer, retention, and disposition of all city records by providing assistance and guidelines to departments in the preparation of their records' retention schedules and amendments; establish proper procedures for securing necessary revisions to records retention schedules; and providing direct technical assistance and guidance to departments that will aid in resolving specific files and related records issues.

ESSENTIAL FUNCTIONS

• Retrieves and provides records and documents as requested by agencies, departments, elected officials, media and general public.
• Maintains records and coordinates retention, storage and/or disposition of documents.
• Disposes of records in accordance with schedules set by Florida Department of State – Division of Library and Information Services.
• Compiles, posts and provides agendas and agenda packet materials for meetings.
• Posts agendas to bulletin board as statutorily required.
• Maintains cemetery records, spreadsheets and prepares Certificate of Easements.
• Prepares draft setup for minutes, mail correspondence, and perform general clerical duties.
• Conducts training sessions and workshops to educate staff on records management procedures and best practices.
• Performs other projects and cross-trained duties as assigned to ensure operations continuity during absences.

MINIMUM QUALIFICATIONS

• Associate Degree and two (2) years' records management and/or governmental clerical support experience, or an equivalent combination of education, training and experience. Acceptable equivalent combinations of education, training and experience may be considered if providing the required knowledge, skills, and abilities.
• Knowledge (basic level) of local, state, and federal records law, regulations, and exemptions.
• Knowledge (basic level) of public records disclosure (F S 119.07).
• Ability to obtain and maintain a Florida Notary Public Commission.
• Must possess a valid Florida driver's license and maintain an acceptable driving record.
• Proficient in current MS Office Suite, file management programs, and optical scanning equipment.
• Must pass applicable software knowledge tests.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to employment into the position.

KNOWLEDGE, SKILLS AND ABILITIES

• Must obtain Florida Certified Record Managers status as administered by the Florida Records Management Association within two (2) years of hire, or as directed by the City Clerk.
• Knowledge of city ordinances, state and federal laws, and regulations governing records management.
• Must have and maintain knowledge and understanding of current and developing records management technologies.
• Prior experience with electronic records management software.
• Experience revising/designing and implementing a records management program.

• Ability to read, understand and interpret manuals, laws, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, and guidelines.
• Ability to take minutes in meetings to prepare an accurate record of events.
• Ability to work independently and collaboratively to accomplish the mission of the department.
• Ability to build and maintain positive relationships with diverse groups including all organizational levels, internal and external customers, and the general public while demonstrating professionalism, courtesy, and responsiveness.
• Ability to effectively communicate verbally and in writing; understand and follow oral and written instructions; and compose complex correspondence, summaries, and reports.
• Ability to multi-task in a fast-paced environment, problem-solve, establish priorities, organize, and remain efficient and flexible while completing all assignments in a timely and effective manner.

PHYSICAL & ENVIRONMENTAL CONDITIONS

• Work is mainly sedentary in nature, which may include frequent lifting, moving, pushing, and pulling of light items up to 10 lbs. and occasional lifting, moving, pushing, and pulling of moderate to heavy objects up to 40 lbs.
• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended periods of standing and sitting.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, and handling/grasping/fingering of objects.

We encourage you to explore employment opportunities with the City of Winter Garden by visiting our website at www.cwgdn.com, where you may view all of our current job postings. Full job descriptions are available and applications may be submitted via the website. We welcome you to reach out to us at WGRecruiter@cwgdn.com with any questions you may have. We look forward to hearing from you!

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.