Records Custodian

District One Medical Examiner Support, inc. • Pensacola, FL, US • 4d ago

Overview
The District One Medical Examiner’s Office provides medicolegal death investigation services for the four most Western counties in the Florida panhandle (Escambia, Santa Rosa, Okaloosa, and Walton) which includes a population of nearly 800,000 residents. The primary office is in Pensacola, with plans to build a new facility in Santa Rosa County. The mission is to provide quality, transparent, and compassionate medicolegal death investigation services to the residents of District One. The records custodian / database manager provides administrative and technical support to the Medical Examiner’s office and staff.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Personal characteristics required of all employees such as honesty, industry, sobriety, and the ability to get along with others, are presumed qualities and are not listed specifically.

Role and Responsibilities

· The primary role of this position is in maintaining forensic records, to include coordinating, preparing, and responding to public records requests subject to Florida Statute 119. The work requires knowledge of techniques, methods, and procedures used in the preparation of public records requests. The work requires knowledge of maintenance, retention and disposition schedules of records, pertaining to GS2 of the Florida Administrative Code Rule 1B-24.003(1)(a).

· Interprets, applies, and ensures compliance with federal, state, and local laws and regulations and policies to include Florida Statutes 119 and 406 and associated Florida Administrative Code regarding public records and medical examiner case files.

· Maintains and accounts for case files to include the filing of documents. Redacts requested public records appropriately when preparing for release, including reason for redaction.

· Manage, coordinate, and maintain electronic filing system, file structure, and associated software.

· Enters, scans, and attaches records requests and associated documents in one central location for tracking and accountability.

· Coordinate and maintain office electronic case management system.

· Responds to inquiries and complaints from the public and interprets and explains departmental policies and procedures to customers and escalates appropriately to supervisor.

· Train other employees on practices and procedures of the Records Custodian activities within the Medical Examiner’s Office.

· Coordinate and review with office staff and the Chief Medical Examiner for the required biannual reporting to the Medical Examiner’s Commission.

· Respond to simple records request inquiries from outside agencies, news media, and the public. Use own judgement for escalation of inquiries. Interact with the public in an effective and courteous manner.

· Oversee the classification and storage of records according to various retention schedules.

· Provide general administrative support.

· Assist in the development and maintenance of office records policies and procedures.

· Attend meetings as directed; take notes and provide follow-up action correspondence. Act in a confidential capacity in administrative support tasks.

· Maintenance, retention and disposition of records according to the GS2 schedule outlined in Florida Administrative Code Rule 1B-24.003(1)(a).

· Serve in disaster preparation and/or disaster recovery efforts, as designated. May be required to work before, during and/or after an emergency.

· Perform other duties as required.

Knowledge, Skills, and Abilities

· Knowledge of the office’s standard operating procedures and Florida statutes pertaining to the medical examiner (FS 406). Knowledge of records management principles and Florida Statute 119.

· Knowledge of the Florida Records Retention Scheduling and Disposition GS2 for District Medical Examiners Offices (Florida Administrative Code Rule 1B-24.003(1)(a)) for maintaining and disposing public records.

· Must have exceptional attention to detail, with strong organizational and time management skills.

· Skill in handling sensitive and confidential information.

· Excellent communication abilities and interpersonal skills. Ability to function successfully in high stress situations, with a talent for prioritization and conflict resolution. Skills in understanding and influencing people are important in resolving work related problems or complaints.

· The work is semi-routine in that tasks are covered by procedures or precedents, but some latitude is permitted to consider the most appropriate method, technique, or procedure to follow. Work is performed in an office environment. Operates standard office equipment such as a personal computer, copier, telephone, utilizing word processing, and PDF editing software. Physical demands consist of sitting or standing at a workstation for extended periods of time, using and occasionally lifting and moving objects weighing less than 40 lbs. The work is performed under general supervision where the work assignments are varied and, although subject to standard practice and procedures, the worker is permitted some latitude to set own priorities subject to supervisor’s approval

· Experience in critical thinking, problem solving, and the implementation of effective courses of action.

Qualifications

· A 2- or 4-year college degree in any relevant field of study, with 3 years of applicable work experience.

· Training in Records Management for Florida Public Law Enforcement Agencies

· Familiarity with Florida Statute 119 and 406

· Must possess a valid Florida driver’s license or be able to obtain one within 30 days of employment.

· Must be able to pass a pre-employment criminal background check and drug screen.

Preferred Qualifications

· A 4-year college degree in a business-related specialty, with 5 years of applicable work.

· Certification as a Florida Certified Records Manager (FCRM)

Job Type: Full-time

Pay: $24.00 - $27.00 per hour