Leon County Government · 1 month ago
Legal Records Manager
Tallahassee, FL
Full-time
Onsite
Mid Level
4+ years expLeon County Government is responsible for managing the legal records of the county. The Legal Records Manager will oversee both paper and electronic records for the County Attorney's Office and coordinate responses to public records requests, ensuring compliance with legal standards and internal policies.
CommunitiesGovernmentSocial
Responsibilities
FACILITATES AND COORDINATES THE COUNTY'S RESPONSE TO PUBLIC RECORDS REQUESTS
Acknowledges receipt of public records requests and forwards same to the appropriate divisions for review and response back to the County Attorney's Office. Coordinates with other divisions to ensure that all responsive records are timely provided to the requester. Maintains a working knowledge of applicable policies and procedures regarding processing public records requests. Maintains a working knowledge of statutory public records exemptions. Reviews and redacts exempt information from records except for those records related to matters involving litigation, which shall be reviewed and redacted by the Sr. Paralegal. Maintains the contents of public records request files, and updates files in a timely manner
MANAGES THE COUNTY ATTORNEY'S OFFICE'S FILES IN ACCORDANCE WITH ESTABLISHED POLICIES AND PROCEDURES AND STATUTORY RETENTION SCHEDULES
Reviews existing paper files to determine which files are ready for destruction in accordance with County policies and procedures and the State of Florida’s General Records Schedule GS1-SL for State and Local Government Agencies. Makes arrangements to have the eligible files destroyed and manages the destruction process in its entirety. For those paper files not ready for destruction, scans, uploads, and otherwise saves the files’ contents to the appropriate file in the electronic document management system, double-checks that the documents have been properly uploaded, and then destroys the paper files. Monitors removal and return of paper files from the file room during the scanning process. Updates each file's status in the electronic document management system as it changes – open, closed, destroyed, including certificate of destruction numbers. Enters a review date in the electronic document management system when a new file is opened and reviews the file on that date for possible destruction. Maintains Excel spreadsheets of closed and destroyed files, including certificate of destruction numbers. Serves as the County Attorney's Office's Records Management Liaison Officer with the County's Division of Facilities Management
INTERACTS WITH COUNTY STAFF AND THE PUBLIC
Interacts with individuals in a pleasant and professional manner. Serves as the primary individual answering incoming telephone calls. Knows when to respond to inquiries made by County staff and the public and when to forward inquiries to an attorney for response. Responds to inquiries in a timely manner
Monitors the location of all paper files; retrieves information from files
Qualification
Required
Associate's Degree
Four years of progressively responsible experience in records management and responding to public records requests
Working knowledge of personal computers, Microsoft Suite, Adobe Acrobat Pro
Willingness to learn new software
Ability to perform basic mathematical calculations
Ability to type 50 cwpm
Knowledge of filing and electronic document management systems in general
Working knowledge of the State of Florida's statutes regarding public records requests and exemptions
Ability to work independently, organize and prioritize assignments, and meet deadlines
Ability to know when legal advice or opinion is being requested
Ability to follow through on assignments without direct and constant supervision and with attention to detail
Ability to deal effectively and courteously with County staff and the public
Extensive knowledge of business English, spelling, grammar and punctuation
If the employee does not currently possess the Florida Certified Record Manager certification, then after being hired and becoming eligible, the employee must attain and maintain the certification
Benefits
Medical Insurance-Employer and Employee Contributions
Voluntary Dental Insurance
Voluntary Vision Insurance
Flexible Spending Accounts
Group Term Life Insurance-Employer Paid
Voluntary Supplemental Life Insurance
Voluntary Long Term Disability Insurance
Voluntary Legal Insurance
Voluntary Individual Insurance Coverages with AFLAC & Colonial
State of Florida Retirement Plan-Employer & Employee Contributions
Voluntary 457(b) Deferred Compensation Savings for Retirement
Retirement Savings Match-for-employees earning less than $50,000
Annual Leave Accrual
Sick Leave Accrual
3 Personal Days
Paid Parental Leave
Tuition Assistance Program
Employee Assistance Program
Loans At Work Program
Company
Leon County Government
Leon County Government is an NGO that provides annual budget, flood protection, citizenship, audit, and support services.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Michelle Taylor
Chief Information Officer
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