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Records Management Technician

Company: Fort Pierce Utilities Authority
Location: Fort Pierce
Posted on: May 14, 2019

Job Description:

Position Summary and Qualifications Responsible for maintaining the company-wide program for records management, including processing and fulfilling internal and external records requests, as well as record retention, storage and disposition of all records in accordance with Public Record laws. Responsible for document standards, records inventory, uniform paper and electronic files, and timely records disposal. Maintains files and serves as records management coordinator for the Information Technology department and has back-up responsibility for Help Desk support. Performs payroll, clerical and routine administrative duties as assigned. Work is performed under the direction of the Information Technology Services Manager with projects being completed in teamwork with other Information Technology Services staff members and various other departments. (NOTE: There are also secondary functions, which the employee will be required to perform.) Serves as the Records Management Liaison Officer to the State of Florida as provided by Florida Statute 257.36(5)(a) in order to serve as the primary point of contact between FPUA and the Division of Library and Information Services' (the Division) records management program. Assists with the establishment and maintenance of an active and continuing program for the economical and efficient management of records. Supports all aspects of identification, appraisal, maintenance, and protection of all FPUA records. Maintains and retains multi-media records and digital storage requirements for all files. Retention methods included, but are not limited to, physical storage, off site backups and conversion from paper based systems. Files maintained include paper based records, digital copies of records, digitally generated records, video security archives, phone traffic history records, voice recording system archives, security system history, and limited microfilm and microfiche. Provides records as directed on systems and users based on internal or public records requests, calculates customer cost if applicable, ensures proper screening and redaction as needed of material before release, and ensures timely delivery of requested products. Coordinates with departments to ensure prompt response to public records requests for information. Maintains resolution summary information and reviews publications and archiving of resolutions for completeness. Inventories and monitors FPUA records in concert with various departmental staff. Works with State agencies to establish new records retention schedules and to ensure the appropriate disposition of records eligible for destruction. Ensures the proper application of a company-wide records disposition schedule. Coordinates and monitors storage, retrieval, and disposition of records and data. Maintains and coordinates utility-wide records management policies and procedures, working with staff to ensure compliance. Trains and advises FPUA staff in records management practices. Responds to public questions regarding FPUA records and records management practices. Reports annually on FPUA's compliance with records management statutes and rules. Composes professional business correspondence regarding a variety of matters. Performs all functions in support of paper and digital records center for storage, maintenance, and servicing of active and inactive FPUA records. Maintains indexing for microforms, electronic records, and for records stored off-site. Generates reports on users, systems and trend analysis as directed. Manages external contracts for scanning services or internal conversion scanning services of records to digital media and/or microfilm. Assists, as needed, in providing design, layout, writing, and proofing of copy material produced by the department. Assists, also, in writing departmental informational/instructional articles. Serves as back-up to the ITS Procurement Asset Administrator and Help Desk. Posts TeamUA news. Performs other duties as assigned and assists in various special projects. Graduation from high school or possession of an acceptable equivalency diploma and two (2) years of advanced or technical training in a field relating to records management and/or information technology. Two (2) years experience with information management software and use of digital scanning equipment. Basic knowledge of automated forms is a plus. A minimum of six (6) years of experience performing office work in a Records Management or equivalent department. The CRM certification is desired. When considering new job applicants, a comparable amount of training and experience may be substituted for the minimum qualifications. (NOTE: There are also secondary functions, which the employee will be required to perform.) Serves as the Records Management Liaison Officer to the State of Florida as provided by Florida Statute 257.36(5)(a) in order to serve as the primary point of contact between FPUA and the Division of Library and Information Services' (the Division) records management program. Assists with the establishment and maintenance of an active and continuing program for the economical and efficient management of records. Supports all aspects of identification, appraisal, maintenance, and protection of all FPUA records. Maintains and retains multi-media records and digital storage requirements for all files. Retention methods included, but are not limited to, physical storage, off site backups and conversion from paper based systems. Files maintained include paper based records, digital copies of records, digitally generated records, video security archives, phone traffic history records, voice recording system archives, security system history, and limited microfilm and microfiche. Provides records as directed on systems and users based on internal or public records requests, calculates customer cost if applicable, ensures proper screening and redaction as needed of material before release, and ensures timely delivery of requested products. Coordinates with departments to ensure prompt response to public records requests for information. Maintains resolution summary information and reviews publications and archiving of resolutions for completeness. Inventories and monitors FPUA records in concert with various departmental staff. Works with State agencies to establish new records retention schedules and to ensure the appropriate disposition of records eligible for destruction. Ensures the proper application of a company-wide records disposition schedule. Coordinates and monitors storage, retrieval, and disposition of records and data. Maintains and coordinates utility-wide records management policies and procedures, working with staff to ensure compliance. Trains and advises FPUA staff in records management practices. Responds to public questions regarding FPUA records and records management practices. Reports annually on FPUA's compliance with records management statutes and rules. Composes professional business correspondence regarding a variety of matters. Performs all functions in support of paper and digital records center for storage, maintenance, and servicing of active and inactive FPUA records. Maintains indexing for microforms, electronic records, and for records stored off-site. Generates reports on users, systems and trend analysis as directed. Manages external contracts for scanning services or internal conversion scanning services of records to digital media and/or microfilm. Assists, as needed, in providing design, layout, writing, and proofing of copy material produced by the department. Assists, also, in writing departmental informational/instructional articles. Serves as back-up to the ITS Procurement Asset Administrator and Help Desk. Posts TeamUA news. Performs other duties as assigned and assists in various special projects.SDL2017

Keywords: Fort Pierce Utilities Authority, Fort Pierce , Records Management Technician, Executive , Fort Pierce, Florida

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