Public Records Coordinator

Employee serves as the public records coordinator in the City Clerk’s office for all requests citywide, except for Police. The employee also perform varied and highly specialized technical research and document preparation, including preparing draft agendas and supporting documents, recording and transcribing minutes for a variety of meetings, and reviewing and processing official records and legal documents. Duties are of considerable difficulty and involve dealing with highly technical and/or legal terminology and complex administrative assignments. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible nature of work assignments. Work is reviewed through conferences, observation, and results obtained. Employees in this class will work varied hours and irregular schedules as required by the nature and length of City Council and other board meetings.

Receives and coordinates all public records requests citywide, except for TPD; acknowledges receipt of all public records requests; ensures the accuracy of information being processed; oversees and maintains logs of all requests; researches information for all requests; fulfills requests through available resources; performs appropriate redaction of documents; submits documents to legal for review.

Attends City Council meetings and records meetings and other official functions; converts action agendas into draft minutes and ensures that appropriate data is included and that information is accurately reflected as a matter of public record; ascertains that all back-up materials and files for current City Council agenda items are accounted for and distributed appropriately; verifies the status of variance and zoning petitions; prepares letters and motions from action agendas and distributes to proper entities; prepares resolutions that go to the Mayor for signature with transmittal letter; ensures that official documents and copies thereof are properly signed, stamped, numbered and dated; prepares files for zonings, plan amendment, historic property tax exemption, etc.

Attends meetings of a variety of boards and committees, including the Community Redevelopment Agency and Civil Service Board, and records their sessions and prepares draft minutes; may prepare and distribute Notice of Hearings, written orders of the Civil Service Board, and subpoenas pursuant to established procedure; prepares and processes a wide variety of official records and/or legal documents.

Expedites flow of information between various divisions/personnel as necessary; serves as liaison between the public and/or City departments.

Performs related work as required.

Considerable knowledge of: public records laws; city organization and department responsibilities; pertinent ordinances, laws, rules, regulations, and standard operating procedures; effective communications techniques; records keeping techniques; business English, spelling, punctuation, grammar and composition; basic mathematical calculations; standard office practices and procedures.

Ability to: search for, compile data and prepare reports from files and other sources; make decisions in accordance with laws, regulations and policy and apply these to work problems; rapidly acquire knowledge of administrative and procedural regulations and work independently on complex administrative matters; coordinate work with other departments, legal and the media; speak clearly and communicate effectively; interpret ordinances, regulations, rules, and standard operating procedures in a clear, concise manner; understand and carry out complex oral and written instructions; establish and maintain effective working relationships with public officials, employees and the general public and deal with public relations problems effectively, courteously, and tactfully.

Skill in: taking and transcribing dictation; operating modern work processing equipment; use of a typewriter.

Graduation from an accredited college or university with a bachelor’s degree and one (1) year of experience in research or records maintenance preferably with experience related to public records; OR an associate' degree and three (3) years of experience in research or records maintenance preferably with experience related to public records.

Possession of a valid drivers license may be required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.