Tampa Skyline
Tampa Skyline
Tampa Skyline

Public Records Coordinator

Recruitment #241231-044300-002

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Nature Of Work

Employee serves as the public records coordinator in the City Clerk’s Archives and Records Division for all requests citywide, except for Police and Fire. The employee also perform varied and highly specialized technical research and document preparation in relation to public records requests.  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.

Examples of Duties

Receives and coordinates all public records requests citywide, except for TPD and Tampa Fire; 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.

Expedites flow of information between various divisions/personnel as necessary; serves as liaison between the public and/or City departments.  Works within multiple systems to answer customer service queries as well as public records requests.  Maintains a strong working relationship with departmental public records liaisons and updates the list of liaisons as needed.  Provides training materials to new  and assists as needed.

Performs related work as required.

Knowledge, Skills & Abilities

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.

Skill in: Microsoft Office Suite and public Records Systems such as GovQA or related systems

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.

Physical Requirements

Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.

Minimum Qualifications

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 equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.


Licenses or Certifications

Possession of a valid drivers license preferred

Examination

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

Comments

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.

Conclusion

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