Public Records Coordinator

Job Description

The job range is $48,921.60 - $56,872.40 annually, depending on knowledge and experience. Minimum preparation includes graduation from an accredited college or university with a Bachelor’s Degree, and four (4) years of experience in an administrative or highly responsible capacity. Experience can be substituted for education lacking or education can be substituted for experience. Relevant experience in public records management, public administration, paralegal work, and/or related fields is preferred.

About the Role

This position coordinates, collects, and delivers information requested as Public Records Requests to ensure compliance with the State of Florida’s Sunshine Law. The role assists the Administrative Captain in handling daily Public Records Requests from the Pensacola Police Department. The position requires applying independent judgment and initiative.

Responsibilities

• Coordinates with City staff on all levels to ensure information requested is collected and delivered in a timely manner.
• Sends out requests for information to various departments and follows up on requests showing as "non-responsive" in the web-based tracking system.
• Develops, delivers, and maintains public information requests training information.
• Serves as the central point of contact for all requests for public records.
• Maintains logs of all public records requests immediately into the web-based tracking software.
• Ensures total transparency for all requests for information by supplying the information in its entirety unless otherwise directed by the Administrative Captain.
• Remains current in technologies, techniques, and legal requirements associated with public records.
• Coordinates with the Technology Resources office to assist with the implementation and updates to electronic processes and procedures related to public records requests, including providing feedback related to the web-based electronic records management system.
• Safeguards information provided in response to requests by ensuring proper redaction in accordance with State of Florida Public Records Law.

Requirements

• Knowledge of all laws governing the issuance of information of a government public agency in the State of Florida.
• Knowledge of City government structure and chain of command.
• Ability to collect and supply information quickly, using independent judgment, and making effective decisions.
• Ability to prepare clear, concise, and comprehensive reports.
• Ability to exercise good judgment in analyzing situations and making decisions to include effectively forwarding higher level requests to management for input and direction.
• Ability to communicate clearly, concisely, and accurately, both orally and in writing.
• Ability to prepare clear, concise, and comprehensive responses to requests for information and in a timely manner.
• Ability to establish and maintain an effective working relationship with associates and the general public.

Qualifications

• Graduated from an accredited college or university with a Bachelor’s Degree.
• Have four (4) years of experience in an administrative or highly responsible capacity.
• Possess an appropriate driver’s license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.
• Are a current City of Pensacola employee.

Skills

• Knowledge of all laws governing the issuance of information of a government public agency in the State of Florida.
• Knowledge of City government structure and chain of command.
• Ability to collect and supply information quickly, using independent judgment, and making effective decisions.
• Ability to prepare clear, concise, and comprehensive reports.
• Ability to exercise good judgment in analyzing situations and making decisions to include effectively forwarding higher level requests to management for input and direction.
• Ability to communicate clearly, concisely, and accurately, both orally and in writing.
• Ability to prepare clear, concise, and comprehensive responses to requests for information and in a timely manner.
• Ability to establish and maintain an effective working relationship with associates and the general public.

Benefits

Not specified.

Pay

$48,921.60 - $56,872.40 annually, depending on knowledge and experience.

Schedule

Not specified.

Contact Information

If you need assistance with veterans’ preference or disability preference documentation, please call 850-435-1660.

Required Question

• 01 Did you graduate from an accredited college or university with a Bachelor's Degree?
• 02 Do you have four (4) years of experience in an administrative or highly responsible capacity?
• 03 Relevant experience in public records management, public administration, paralegal work, and/or related field is preferred. Describe your experience in these areas.
• 04 Do you possess an appropriate driver’s license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks?
• 05 Are you a current City of Pensacola employee?
• 06 If you are claiming veterans’ preference, A DD214 or approved documentation from your current commanding officer (for current members of any reserve component of the United States Armed Forces or the Florida National Guard) is required that provides service dates, discharge type (if applicable), and honorable serving status (if currently serving). If claiming disability preference, a DD214 and a letter from the Department of Veterans' Affairs that states the percentage of disability are required. By making a selection below, I understand it is my responsibility to provide documentation with this application, If I need assistance, I can call 850-435-1660. Are you claiming veterans’ preference?