• Job Description

  Req#: 4395173
  The Records Specialist is responsible for assisting with coordinating the City’s records management program. Including the organizing, maintaining, and ensuring the proper handling of official records and documents for the City of Miami Beach.
  • Record Maintenance: Creating, updating, and maintaining records in compliance with relevant laws and regulations.
  • Document Organization: Organizing physical and digital records for easy retrieval and reference.
  • Retention Policy Compliance: Ensuring that records are retained for the appropriate duration as per retention policies and disposing of them securely when required.
  • Record Access: Managing access to records, including setting permissions and responding to requests for information from City officials, the public, or other authorized parties.
  • Archiving: Safely archiving historical records and documents of significance to the City’s history.
  • Training and Education: Providing training to staff members on records management best practices and compliance with record-keeping regulations.
  • Auditing and Quality Control: Conducting regular audits to ensure data accuracy, security, and compliance with record-keeping standards.
  • Disaster Recovery Planning: Developing and maintaining strategies for data backup and recovery in case of emergencies.
  • Policy Development: Collaborating with City officials to develop and update records management policies and procedures.
  • Record Destruction: Coordinating the secure and lawful disposal of records that have reached the end of their retention period.
  • Compliance Monitoring: Keeping abreast of changes in record-keeping regulations and adjusting practices to ensure ongoing compliance.
  • Customer Service: Assisting City employees and the public with record requests and inquiries in a helpful and timely manner. Overall, a Records Specialist plays a crucial role in maintaining the integrity, accessibility, and security of vital records within the City clerk’s department.
  • Assist the City Clerk with work-related duties as needed and directed.
  • An associate degree in Public/Business Administration or a related field is preferred.
  • Considerable (1) year of full-time responsible administrative experience in public or business administration, including experience in records management with a governmental entity.
  • Ability to establish and maintain effective working relationships with employees, City officials, and the general public.
  • Experience may substitute for education on a year-for-year basis.
  
  Physical Requirements:
  
  
  • Must have the use of sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact.
  • Physical capability to effectively use and operate various items of office-related equipment, such as but not limited to, word processor, calculator, copier, and shredder.
  • Significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, or pulling.
  
  
  For all positions:
  • Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.
  • Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. Strong understanding of ethical behavior is required.
  • Ability to maintain regular and punctual attendance.
  • Performs related work as required.
  • Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.
  For all technical, professional, supervisory and managerial positions:
  • Ability to develop innovative and creative solutions to issues consistent with the City’s strategic plan.
  Applicants must detail any related work experience on the application or risk disqualification . It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified.
  
  Veterans Preference: Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year) must be submitted with the application.
  
  
  

• About the company

  We are committed to providing excellent public service and safety to all who live, work and play in our vibrant, tropical, historic community.If you are looking for more information about the City of Miami Beach, please visit www.miamibeachfl.gov

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