DESCRIPTION:

This is a varied and highly responsible position committed to maintaining the integrity and security of the records in the City Clerk's Office. This position is charged with the duties of the Records Management Liaison Officer (RMLO) for the City of Ocala as specified by Chapter 257 F.S. Reports to the City Clerk.

The RMLO is distinguished from other administrative positions by the incumbent's need to know and apply in-depth knowledge of legal requirements, processes and procedures. Note: This job description in no way states or implies the attached duties are the only duties to be performed by the employee occupying this position.

EXAMPLES OF DUTIES:

Plans, prioritizes, assigns, review, and coordinates the day-to-day activities of the City Clerk's Office records personnel. Prioritizes schedules and maintains workflow to achieve maximum efficiency.

Performs a variety of professional level management, administrative, and technical support tasks, including records management duties. Oversees daily operation, duties and responsibilities of the City's records management program.

Responsible for the integrity, authenticity, accuracy and validity of the City of Ocala's Records Management Program, document retention schedules, and destruction of all city documents in accordance with Florida's Public Records Rules and Regulations. Train personnel in all phases of scanning, indexing and retrieving City documents from the City's document imaging system.

Coordinates with the Information Technology Department to develop computerized solutions to meet the needs of the department and the city.

Consults with departments on their document imaging needs; suggests types and sources of equipment supplies and services.

Assists with requests for research and/or public records submitted to the City Clerk by the general public, city administration and staff, City Attorney, City Council, private attorneys, etc. Reviews and processes subpoenas and public records request.

Prepares and processes correspondence and routine administrative reports, responds to inquiries from staff and the general public regarding matters pertaining to City Council actions and/or related information retained in the City Clerk's office, answers phones, assists customers.

Attend and participate in meetings, training sessions, seminars and conferences as required/directed.

Ensure the cleanliness and safety of the Records are maintained.

Participates in the preparation, management, and coordination of the City Clerk's budget. Presents, justifies, and defends programs, operations, and activities. Monitors and approves expenditures, discuss and resolves budget issues with appropriate staff and implements adjustments as necessary.

Monitors the progress of departmental projects. Reviews timeliness and prepares periodic updates.

Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE
High School diploma or GED required.

Four-year college degree, plus two years experience in municipal government or an equivalent combination of education, training and experience.

LICENSES/CERTIFICATES:
Must possess and maintain a valid Florida operators driver's license with an acceptable driving record

SOFTWARE SKILLS REQUIRED
Advanced: Presentation/PowerPoint, Spreadsheet
Intermediate: Word Processing/Typing
Basic: 10-Key, Accounting, Alphanumeric Data Entry, Contact Management, Database, Human Resources Systems, Payroll Systems

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Florida Certified Records Manager (FCRM) or Certified Records Manager (CRM) accreditation preferred.

SUPPLEMENTAL INFORMATION:

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
None.

SUPERVISORY RESPONSIBILITIES
None.

COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; Ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED
Under general direction, working from policies and general directives. Rarely refers specific cases to supervisor unless clarification or interpretation of the organization's policy is required.

PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of small organizational component and the organization's clientele.

MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately directed. Activities covered by wide-ranging policies and courses of action, and generally directed as to execution and review. High order of analytical, interpretative, and/or constructive thinking in varied situations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular personal computer support, technical help, and/or basic software support, database analysis, level I technician, project coordination, installation and help desk.

ACCURACY
Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

ADDITIONAL SOFTWARE SKILLS
Not indicated.

OTHER SKILLS
Knowledge of the theory, principles and practices of public administration. Ability to locate, read, interpret and implement local or state laws applicable to the procedures and operation of the City Clerk's office. Ability to establish and maintain good working relationship between City, County and State offices and elected City officials, employees and the general public. Ability to plan and supervise work of other departmental employees. Able to communicate clearly and concisely both orally and in writing. Ability to remain calm in stressful situations.

PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; frequently required to stand, walk, reach with hands and arms; and occasionally required to climb or balance, taste or smell.

The employee must occasionally lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is occasionally exposed to fumes or airborne particles, outdoor weather conditions.

The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION
Not indicated.

Job Type: Full-time

Pay: $41,500.00 - $48,500.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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