Electronic Records Analyst

Primary Duties

• Provides administrative-level access and maintenance of the City’s electronic records management system (ERMS), ensuring data integrity, long term preservation, security, and availability.
• Ensures compliance with the Florida Public Records Law and applicable rules from the Florida Department of State Division of Library and Information Services.
• Configures workflows, templates, metadata structures, and security permissions.
• Maintains the citywide structure within the records repository, including indexing, scanning, metadata accuracy, and Optical Character Recognition (OCR) quality.
• Organizes and maintains the citywide structure within the records repository, including indexing, scanning, metadata accuracy, and Optical Character Recognition (OCR) quality.
• Coordinates conversion of physical records to electronic formats in compliance with the City’s retention and archival standards.
• Ensures proper indexing, metadata, and OCR accuracy.
• Assists in reviewing and redaction of records for public disclosure in accordance with Florida public records law.
• Affords assistance with annual records disposition related to electronic records.
• Coordinates backfile conversion projects and electronic document integrations.
• Participates in cross-departmental meetings with Building Department staff, IT personnel, and software vendors to plan, develop, and improve system connectivity and workflow processes between platforms.
• Maintains the conversion of physical Building Department documents, to include building plans and site review records, into digital formats to align with the City’s records repository standards, including metadata, indexing, scanning, and retention classifications.
• Assists with any integration of Building Services software with the City’s electronic records management system, ensuring accurate, efficient, and compliant transfer of records.
• Prepares reports on records and scanning activity, compliance status, and system usage.
• Responds to public inquiries via phone, email, facsimile, and in-person interactions.
• Collaborates in documenting record disposition processes in compliance with state guidelines.
• Serves as a Notary Public for official City documents and ensures compliance with legal requirements.

Minimum Qualifications

• Bachelor’s degree in Public Administration, Library/Information Science, Records Management or related field.
• 2 years of experience in records management, document management systems, or related field, preferably within a government or public sector environment.
• Florida Notary Public or obtain within six (6) months from the date of employment.
• Valid Florida Class E Driver's license.
• Experience working with electronic records management systems (ERMS) and digitization processes, public records requests, redactions, and records retention schedules.
• Knowledge of Florida public records law, including Chapter 119, Florida Statutes, and Florida Administrative Code Rule 1B-24.

Licenses And Certifications

• Preferred but not required: Florida Certified Records Manager (FCRM) through the Florida Records Management Association. Certified Records Manager (CRM) or a Certified Records Analyst (CRA).