Public Records Specialist presso Polk County BoCC

INFORMATION TECHNOLOGY DIVISION 

PUBLIC RECORDS SPECIALIST 

PG 12 NON-EXEMPT $20.90 - $30.30HR./$43,472.00 - $63,024.00 ANNUALLY 

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION: 

The Public Records Specialist ensures compliance with Florida Public Records Law (Chapter 119, F.S.) by processing requests in a timely, accurate, and lawful manner. The role is responsible for maintaining integrity across the full lifecycle of records—from creation and active use, through retention, storage, and secure disposition in compliance with Florida Administrative Code (F.A.C.). This position supports the agency Records Management Program by serving as a liaison to the public, media, and internal staff while promoting best practices in records management and compliance.

ILLUSTRATIVE DUTIES:
 

Public Records Management
• Accepts, logs, and tracks public records requests using case management software.
• Coordinates with departments to identify, collect, and review responsive records.
• Applies legal exemptions and identifies confidential information as required.
• Provides cost estimates and invoices, including calculation of extensive use fees.
• Ensures requests are fulfilled in accordance with statutory requirements.
• Maintains accurate documentation for audits, litigation, and discovery.
• Assists in staff training on public records compliance and best practices.
 

Imaging & Electronic Records
• Operates imaging equipment and software for scanning and indexing records.
• Ensures accuracy, integrity, and security of paper-to-electronic records.
• Performs quality control validation and maintains electronic record accessibility.
• Trains staff on imaging systems and retrieval processes. 

Retention & Records Warehouse
• Applies state and federal retention schedules to organizational records.
• Oversees secure storage, retrieval, and transfer of physical records.
• Confirms lifecycle management is applied to creation, control, maintenance, retention, and disposition.
• Safeguards record integrity with accuracy, security, and compliance.
• Manages records warehouse operations in compliance with state guidelines.
• Coordinates destruction of records meeting retention requirements, including vendor shred services and certification of destruction.
 

Training & Reporting
• Serves as a subject matter expert on records management, retention, disposition, access, and protection.
• Develops and delivers employee training on records stewardship.
• Promotes compliance through education and stakeholder engagement.
• Prepares routine and ad hoc reports on records management activities.
 

KNOWLEDGE, ABILITIES AND SKILLS:

Knowledge of:
• Florida Public Records Law (Chapter 119, F.S.) and records retention requirements.
• Records tracking systems and enterprise content management processes.
• Imaging systems, printers, copiers, scanners, and related equipment.
Skills in:
• Using Microsoft Office Suite and records management software.
• Operating imaging and indexing equipment with accuracy and precision.
• Written and verbal communication for conveying legal/statutory requirements clearly.
• Organizing and prioritizing tasks to meet multiple deadlines.
Ability to:
• Research, analyze, and present recommendations effectively.
• Maintain confidentiality and accuracy in all records-related activities.
• Deliver training and explain compliance requirements to staff.
• Provide excellent customer service and work collaboratively with diverse stakeholders.
 

MINIMUM QUALIFICATIONS:

Associate degree from an accredited college or university.
Two (2) years’ experience in records management, legal support, compliance, or related clerical/technical field.
Experience with imaging equipment and enterprise content management (ECM) platforms preferred.
Prior government or public sector experience is desirable.
Obtain a Records and Information Management (RIM) Certificate within one year of hire.
A comparable amount of related training and experience may be substituted for the minimum qualifications.
Valid Driver’s license required; must obtain a Florida license upon employment. Must maintain a clean driving record to operate an assigned county vehicle.
 

SPECIAL REQUIREMENTS:

Must be able to lift and move items up to 35 pounds routinely.
All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.