Records Specialist

BASIC PURPOSE
·         The purpose of this position is to provide administrative support for the control, access, and destruction of PSTA's records and provide public records management support.

ESSENTIAL FUNCTIONS
·         Coordinates the process for preservation, storage, and disposition of records.

·         Assists staff in accessing records in the records storage room. 

·         Arranges for retrieval and delivery of records to the requesting department. 

·         Maintains the records retention database.

·         Assists with processing public records requests.

·         Sign for and process all subpoenas/summons according to established procedures.

·         Provides administrative support to the Executive Assistant/Records Manager as needed.

·         Oversees the Authority’s mailroom which includes processing incoming/outgoing mail, submitting invoices for payment, cleaning/maintaining equipment, ordering supplies, and maintaining postage levels.

·         Performs back-up duties within the Executive Department including set-up/break down of meetings.

·         Performs additional clerical duties as assigned. 

SUPERVISORY RESPONSIBILITIES
·         This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS
·         Education: High School diploma or G.E.D.

supplemented by course work or training. 

·         Experience: Two years of experience as administrative assistant or secretary, or similar duties.

Experience in records management is highly desired.

 ·         Must be able to obtain a valid Florida Driver’s License.

KNOWLEDGE, SKILLS, AND ABILITIES
·         Knowledge of: Microsoft Office (Word, Excel, PowerPoint) and other standard computer software.

Administrative procedures, practices, and equipment.

Rules of grammar, punctuation, spelling, and effective composition.

Knowledge of establishment and maintenance of record keeping systems and procedures.

 ·         Skills: Must be able to prioritize work and to meet deadlines.

Must be highly organized and detail oriented.

Must have excellent communication skills, oral and written, and good interpersonal skills. 

 ·         Abilities: Must maintain confidential information, and prepare clear, concise, and complete reports and correspondence.

Must be able to exercise good judgment.

PHYSICAL ABILITIES
·         Occasionally required to lift boxes, climb ladders, stand, twist, bend, reach, kneel, squat,  and pull drawers open and closed to retrieve and file information. 

WORKING ENVIRONMENT
·         Work is performed in a combination of office environment and records storage room.

Employee is exposed to dusty conditions. 

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