Records Manager

Citrus County Board of County Commissioners; Lecanto (FL); On-site; USD 65,000 - 85,000; Full time

Job summary

The Citrus County Board of County Commissioners seeks a Records Manager to oversee the county's records program, ensuring compliance with Florida laws and internal policies. The role manages records systems, evaluates retention schedules, and guides departments on lifecycle management.

Strong training and vendor coordination are essential. This is a full-time, in-person position based in Lecanto, FL, with typical hours Monday–Friday, 8:00 AM–5:00 PM.

Qualifications

• High School diploma or GED required.
• Bachelor’s degree preferred in related field.
• Three years of experience in records management or related area.
• CRM accreditation preferred or obtainable within six months of hire.

Responsibilities

• Oversee the county's records management program, including organization, evaluation, classification, access, and retention.
• Provide guidance to departments on records lifecycle and compliance with laws and policies.
• Manage active and inactive records systems and records centers.
• Coordinate and respond to public records requests and maintain tracking systems.
• Train staff on proper records handling and use of related equipment and systems.
• Negotiate with vendors for records management services as needed.

Skills

Public records laws

Microsoft Office

Training abilities

Verbal communication

Education

High School Diploma or GED

Bachelor’s degree in Business Administration, Accounting, Public Administration, or related field

CRM accreditation preferred

Tools

Records management software

Public records request system

Job description

The Records Manager oversees the County’s records management program and ensures compliance with applicable laws, regulations, policies, and standards. Manages the use and administration of active and inactive records systems and records centers, including records organization, evaluation, classification, access, and retention. Provides professional expertise, guidance, and recommendations to departments and other functional areas regarding matters that affect the records lifecycle throughout the organization. Works independently within broad policies and organizational guidelines to plan, coordinate, and implement records management initiatives and projects. Monitors and reports on the progress of major activities and initiatives through periodic meetings, briefings, and other communications with management and County departments.

Detailed information regarding the County’s benefits package and retirement offerings may be found here: Benefits

To learn more about Citrus County: Citrus County Governmentand Official Guide to Crystal River and Citrus County, Florida

Citrus County is an eligible employer for the Public Service Loan Forgiveness (PSLF) Program. More information can be found on the Federal Student Aid Website: Public Service Loan Forgiveness | Federal Student Aid

• Full-time, in-person position based in Lecanto, FL, scheduled hours are Monday - Friday, 8:00 AM to 5:00 PM.
• Oversees the management, organization, and safekeeping of all County records defined by the laws of Florida.
• Performs timely disposition of documents that have met retention under the laws of Florida.
• Monitors changes in Florida public records law and recommends changes to County policies for compliance.
• Assures that records management functions fully support and implement the organization’s records and information management policies.
• Performs informal audits for organizational compliance on a periodic basis.
• Assists Directors and employees in establishing procedures to ensure proper handling of agency records.
• Assists in training all County employees in the proper handling of records including use of related equipment and systems.
• Trains and manages Designated Records Custodians in each division to handle routine records management and public records requests.
• Demonstrates strong technical and clerical skills in the creation, maintenance, access, management, and use of the agency’s records across all systems, platforms, file storage, media, and technologies.
• Manages the public records request system for the County.
• Coordinates, monitors, collects, and organizes records and information from agencies, third-party vendors, and contractors to ensure timely and complete responses to public records requests.
• Maintains accurate records of the location and movement of archived materials that are temporarily relocated to ensure their proper tracking and retrieval.
• Negotiates with vendors for records management services, as necessary.
• Keeps abreast of changes pertaining to job responsibilities including, but not limited to, reading journals, manuals, and professional publications.
• Performs other duties as assigned.

Education, Training, and Experience

• High School Diploma or GED equivalent.
• Bachelor’s degree in Business Administration, Accounting, Public Administration, or closely related field, preferred.
• Three (3) years of experience in records management, information governance, public records administration, archives, or a closely related field, including experience with records retention and disposition, public records requests, compliance monitoring, and records systems.
• Accreditation from a nationally recognized Records Management organization, or the ability to gain accreditation within six (6) months of hire.

Certificates, Licenses, Registration, Skills

• Valid Florida Driver License (or must obtain within 30 days of establishing residency in Florida), or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• Certified Records Manager (CRM) designation preferred.
• Knowledgeable in Florida public records law and Florida records retention requirements preferred.
• Ability and experience speaking formally and informally to management, groups of co-workers, staff in other organizational agencies, the public, and people in other organizations.
• Ability and experience presenting training; composing original reports, training, and other written materials, using proper language, punctuation, grammar, and style.
• Ability to effectively communicate (verbally and in writing) in a clear, confident manner using proper grammar.
• Requires ability to maintain courteous and effective relations with County staff, elected officials, community interest groups and the public.
• Must have strong working knowledge of computers and be proficient in the use of Microsoft Office Suite of Products (i.e., Outlook, Word, Excel, etc.).
• Must have or be able to obtain within 90 days certification in FEMA National Incident Management System (NIMS) courses:
  • IS-100.c: Introduction to the Incident Command System (ICS); and
  • IS-700.b: An Introduction to the National Incident Management System

Physical Requirements/Work Environment

• Requires sitting most of the day.
• The job involves frequent lifting and carrying up to 10 pounds, and occasionally up to 20 pounds.
• The job requires frequent balancing, and on occasion reaching above shoulders.
• The job requires the completion of tasks that involves simple grasping, fine manual manipulation, and typing.
• The job requires normal visual acuity and field of vision, depth perception and color vision, hearing, and speaking.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Emergency Response/Recovery Activities

• All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location, and work schedule to fit the needs of the County and its citizens. Emergency response duties may also include driving and/or operating a county vehicle or equipment and employees must obey all safety policies, and roadway rules and laws.

PLEASE REVIEW THE MINIMUM REQUIREMENTS ON POSTING AND COMMUNICATE HOW YOU MEET THE MINIMUM REQUIREMENTS IN YOUR APPLICATION/RESUME. MINIMUM REQUIREMENTS MUST BE MET TO BE CONSIDERED. Applications will be carefully reviewed to assess qualifications. Selected applicants will be interviewed to determine who will be hired for the job. The kind and length of related work experience, training and education shown on the application/resume will be an important consideration in the screening process. Relevant experience that is not gained through work experience should be explained in the additional information section of the application.

Must successfully pass a criminal background check, pre-employment physical examination, and drug screen. Drug screens will be in accordance with the Drug Free Workplace Act and/or the Omnibus Transportation Employee Testing Act of 1991.

Citrus County, Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Citrus County, Florida Board of County Commissioners (BOCC), is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), marital status, citizenship, physical or mental disability, genetic information, veteran status, or any other protected trait.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the Citrus County, Florida Board of County Commissioners in advance to allow sufficient time to provide an accommodation.

Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.

Pursuant to Chapter 119, Florida Statutes or the “Public Records Law,” applications, resumes and personnel records are subject to public inspections. Details regarding the “Public Records Law”/ “The Sunshine Law” / Florida Statutes and the statutory exemptions are available on websites such as the Florida Office of the Attorney General, Florida Senate and Florida Legislature. Additionally, Citrus County Board of County Commissioners Public Information section is located on our website.