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Position Title:

IST - Records Management Specialist/Trainer

FLSA Status:

Non-Exempt

Salary Grade, if non-union:

SG16

Pay Grade, if union:

Non-Union or Specific Collective Bargaining Agreement:

Non-Union

Our Mission:

The mission of Polk County Public Schools is to provide a high quality education for all students.

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties are intended to describe the nature and level of work being performed by the employee assigned to the position. This job description is not meant to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. Other duties may be assigned which are not listed. Additionally, when duties and responsibilities of this job change, this job description will be reviewed and updated, subject to changes and business necessity.

Custom Job Purpose:

This position exists to perform advanced and responsible technical work related to records management for the public school system. Coordinate transition to more accessible electronic media for a variety of department. Ensure ongoing compliance with state records management regulations.

Essential Functions of this Job

Develop and implement a proactive, long-term records management program for the schools and the district office to ease storage problems and reduce costs. Analyze and manage the budget in relation to hard copy storage, destruction, and archiving of data records. Establish and maintain a tracking system to evaluate the budget savings on a yearly basis. Coordinate with school staff and outside agencies to ensure records are transported and stored in the appropriate manner. Establish and maintain an electronic filing system with department heads to insure efficient access to archived records. Create a training manual and supervise staff in scanning, retrieving and archiving records. Conduct training sessions with school or district level personnel as needed concerning records retention rules and procedures. Create and maintain appropriate papers with the state for scheduling the records retention using the GS7 and GS1 from the Department of State. Streamline the State General Records. Schedule for different departments and establish an ongoing relationship with the Bureau of Archives and Records Management in Tallahassee to analyze newly created computer documents that haven#t been categorized for retention by the State.

Non-Essential Functions of this Job

Performs other duties as assigned.

Knowledge, Skills and Abilities:

General knowledge of the school system, including familiarity with schools, business operations, etc. Ability to establish good working relationships and communicate effectively with all levels of school and staff personnel. Ability to read and understand technical manuals in relation to computer software and records management. Effective organizational and interpersonal skills.

Bilingual/biliterate preferred.

Education, Experience and/or Certification/License Requirements

AA degree or equivalent technical training or experience working with computer programs, and/or our student information data system. Valid driver's license.

Work Context:

Requires some sitting and standing, walking and moving about to coordinate work. Requires the use of alternative communication systems, such as electronic mail, telephones and computers. Requires coordination of work tasks to establish priorities, set goals and meet deadlines. Requires work with internal and external contacts, and with the public.

Physical Environment:

Requires working indoors in environmentally controlled conditions. Requires sitting for the majority of the day, and the ability to lift, carry, move and/or position objects infrequently weighing up to 20 pounds.

Local Code:

10068

EEO5:

43

The School Board of Polk County, Florida, prohibits any and all forms of discrimination and harassment based on race, color, sex, religion, national origin, marital status, age, homelessness, or disability or other basis prohibited by law in any of its programs, services, activities or employment.