Public Records Specialist bei City of North Miami, FL

About the Department

GENERAL STATEMENT OF DUTIES:

The Public Records Specialist is responsible for the day-to-day administration of the City’s public records request process. The position requires strong knowledge of Florida’s public records laws, high attention to detail, and the ability to interact professionally with members of the public, City staff, and external stakeholders. Work is performed independently within established policies and guidelines, requiring judgment and discretion in handling sensitive and confidential information.

Performs responsible administrative and technical work in receiving, processing, and responding to public records requests in compliance with Florida Statutes, Chapter 119, and applicable City policies. The Public Records Specialist supports government transparency and accountability by ensuring accurate, timely, and lawful access to records. Work involves coordinating with internal departments, protecting confidential or exempt information, and maintaining records management systems.

Position Duties

• Receives, logs, and acknowledges public records requests submitted in person, electronically, by mail, or by phone.
• Reviews and analyzes requests for clarity and scope; coordinates with City departments to identify responsive records.
• Prepares, redacts, and releases documents, images, audio/video files, and other records in accordance with legal requirements.
• Ensures confidential or exempt information is properly protected prior to release.
• Tracks requests using the City’s records management system, monitors deadlines, and provides timely updates to requesters.
• Provides training and guidance to staff regarding public records laws, exemptions, and retention policies.
• Assists in responding to subpoenas, litigation holds, or other legal matters involving records.
• Maintains metrics and prepares reports on request volumes, response times, and compliance trends.
• Stays current with legal updates and recommends improvements to City procedures.
• Performs other related duties as required.

Minimum Qualifications

Associate’s degree in Public Administration, Legal Studies, Records Management, or a closely related field. Two (2) to four (4) years of experience in records management, legal support, administrative, or public sector work.

A valid Florida Driver’s License.

Other Qualifications

• Knowledge of Florida Public Records Law (Chapter 119) and related exemptions.
• Strong computer skills, including Microsoft Office Suite and PDF editing/redaction tools.
• Excellent written and verbal communication skills.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Ability to handle sensitive or confidential information with discretion.

PREFERRED QUALIFICATIONS:

• Experience with municipal government operations.
• Familiarity with electronic records management systems (e.g., Laserfiche, OnBase, or similar).
• Bilingual (English/Spanish or English/Creole) highly desirable.