Records Specialist en Georgia Ports Authority
Georgia Ports Authority · Savannah, Estados Unidos De América · Onsite
- Professional
- Oficina en Savannah
JOB INFORMATION:
Job Title: Records Specialist
Department(s): 5061 - Administration
Location(s): Hutchinson Island
FLSA Status: Non-Exempt
JOB OVERVIEW:
The Records Specialist provides essential support to the Manager of Records by assisting with the processing of open records requests, maintaining and overseeing records retention for the GPA, and coordinating internal third-party vendor programs. This position also plays a key role in managing and scheduling food truck operations across GPA facilities, ensuring compliance with policies and procedures while facilitating smooth daily operations that may require periodic site visits to GPA facilities.
Upholds the values of the GPA to promote Safety, Integrity, Respect, Community, Creativity and Opportunity. Promotes a safe work environment by participating in safety initiatives and reporting unsafe conditions and behaviors.
JOB DUTIES:
- Assist in processing and responding to complex and routine open records requests in accordance with GPA policies and applicable laws, as well as preparing written cost estimates in connection with public records.
- Collaborates with applicable agency personnel to ascertain the volume and nature of responsive records and identifies confidential, exempt and sensitive information in responsive records.
- Coordinates and performs redaction of confidential, exempt and sensitive information.
- Utilizes GPA software to identify and organize public records.
- Collaborates with GPA counsel and reviews policies, procedures and manuals ensuring continued compliance with public records law.
- Updates list of exemptions to public records, per Georgia law.
- Prepares statistical reports related to open records requests.
- Support records retention efforts by maintaining accurate documentation, ensuring compliance with retention schedules, and assisting in the secure storage and disposal of records.
- Develop and implement controls, guidelines and procedures for record archive filing, retrieval, storage and tracking inactive records; ensure records are maintained and disposed of according to the Georgia Archive State Records Center.
- Maintain databases and tracking systems for records retrieval, archiving, and auditing purposes.
- Provide administrative support in updating records management policies and procedures.
- Maintains the confidentiality of restricted records and/or sensitive information.
- May require occasional lifting of files, boxes, or other materials related to records retention to include periodic site visits to GPA facilities.
- Assist in the coordination and oversight of the GPA third-party vendor program, ensuring compliance with GPA policies.
- Communicate with vendors to ensure proper documentation, records and registration are maintained.
- Facilitate onboarding and ongoing communication with vendors to ensure smooth operations.
- Serve as the primary point of contact for scheduling and coordinating food truck operations at GPA facilities.
- Communicate with food truck vendors to confirm scheduling, site placement, and compliance with GPA safety and operational guidelines.
- Maintain scheduling records and address any logistical concerns related to food truck operations.
- Perform other duties as assigned.
JOB REQUIREMENTS:
Knowledge, Skills, & Abilities
Attention to detail and ability to maintain accurate records.Excellent organizational, time management, communication and interpersonal skills for agency, public and vendor coordination.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and records management software.Ability to handle sensitive and confidential information with discretion.Problem-solving skills and ability to multitask in a fast-paced environment with frequent deadlines.Ability to review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.Perform clerical duties such as, but not limited to filing, scanning, answering the phone and compiling correspondence.Communicate effectively verbally and in writing using proper grammar, punctuation and spelling.
Attention to detail and ability to maintain accurate records.Excellent organizational, time management, communication and interpersonal skills for agency, public and vendor coordination.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and records management software.Ability to handle sensitive and confidential information with discretion.Problem-solving skills and ability to multitask in a fast-paced environment with frequent deadlines.Ability to review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.Perform clerical duties such as, but not limited to filing, scanning, answering the phone and compiling correspondence.Communicate effectively verbally and in writing using proper grammar, punctuation and spelling.
Experience
1-3 years administrative support, records management or a related field. Working in a government, logistics, port, or law office. Preferred
Education
Required High School Diploma or equivalent Preferred Associate's Degree in business administration, records management or a related field. Preferred Bachelor's Degree in business administration, records management or a related field.
Licenses & Certifications
TWIC - Transportation Worker Identification Credential Required Upon Hire Driver's License - Valid state driver's license Required Upon Hire
Note: This job description is not necessarily an exhaustive list of all duties, responsibilities, job requirements, or working conditions associated with the job. Management reserves the right to revise the job or to require the performance of different or additional tasks. The employee must be able to perform the essential functions of the job, with or without reasonable accommodation, an without direct threat to the health or safety of others.
Revised: 7/22/2025
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