Records Retention Specialist

Full Time

Jacksonville, FL

Posted

Job description

Under the general supervision of the, this position will track, review, evaluate and report on records and document management within the Authority. The position works with other team members in assuring that company policies and procedures are in compliance with regulatory rules at city, state and federal levels and that they are being followed within the organization meeting the company’s Standards of Conduct.

Detailed Description

Essential Job Functions:

· Serves as the records management liaison officer (RMLO) and works with staff on legal matters pursuant to the Sunshine Law and Public Records law; to include advice and training.

· Tracks record destruction across the Authority, including coordination of contracts and services and submits annual reports to the state as required by law.

· Monitors and tracks public records requests and subpoenas and ensures timely response.

· Provides review and redaction of all public records prior to distribution.

· Tracks all litigation cases throughout the Authority.

· Distribution and collection of litigation hold notices.

· Serves as document management coordinator, providing training, guidance, and direction on document retention for all departments in the organization.

· Assists in ensuring proper documentation of internal and external injuries in one singular software system.

· Responsible for the preservation of all incident videos as per the retention policy. SME on Trackit

· SME on Content Central.Helps to identify trends within the organization and recommends corrective actions as needed.

· Partners with the Human Resources Organizational Development Department and others, as appropriate to develop an effective records retention and public records training program, including appropriate introductory training for new employees as well as ongoing training for all key personnel and managers.

Supervisory & Operational Authority:

· This position has 0 direct report(s).

Compliance:

· Responsible for completing all mandatory training classes.

· Responsible for reviewing and complying with all JTA policies, procedures and directives.

Job Requirements

Required/ Preferred Experience:

Bachelor’s Degree in Business, Legal, Accounting, Finance or other related field from an accredited college or university. Five (5) years of professional level experience and relevant managerial or administrative experience is required. A graduate degree in one of the above fields may substitute for two years of experience. Familiarity with operational, financial, quality assurance and human resource procedures and regulations is a must. Transit organization experience is highly desirable.

Knowledge, Skills & Abilities:

· Working knowledge of Florida Sunshine and public record laws.

· Experience in record redaction.

· A strong work ethic to produce a focused, dedicated, high performance work team among both internal and external stakeholders, with a focus on collaboration, mentoring, nurturing and delivery of exceeded goals.

· Ability to interpret, apply and explain applicable laws, codes, rules and regulations.

· Maintain high ethical standards and values with ability to maintain confidentiality.

· Must possess JTA leadership characteristics, including but not limited to; customer focused, strategic thinker, innovative and team player.

· Demonstrated ability to develop and implement innovative solutions to complex issues.

· Ability to communicate effectively, both orally and in writing, with sensitivity, passion and a focus on unity and equity.

· Ability to communicate effectively and respectfully with employees at all levels within the organization as well as the public.

· Proficient in the use of Microsoft Office Software.

· Ability to deal effectively with the public and to resolve complaints in a tactful manner.

· Ability to handle sensitive situations with tact and diplomacy.

· Ability to make formal and informal presentations to staff, senior management and the public.

· Understand and work within scope of authority.

· Ability to work effectively in a team environment.

Physical Demands:

· Sit for prolonged periods.

· Perform repetitive motion.

Additional Details

The Jacksonville Transportation Authority is a public transit service provider governed by requirements of the Federal Transit Administration (FTA) and Department of Transportation (DOT).

Due to the nature of some work performed at the JTA/JTM some jobs are classified as ‘Safety Sensitive’ and are subject to random testing for drug and alcohol use. All offers for employment are required to undergo pre-employment and possible random drug testing. If test shows a positive result your application for employment will be rejected, or if hired, employment may be terminated.

This job description in no way states or implies that these are the only duties to be performed. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

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