Job Description

Senior Records Specialist (City Of Pembroke Pines Police Department)

Salary Range: $28.85 - $28.85 Hourly

Job Shift: Day

Education Level: High School

Description

Company Overview: Facility Contract Services (FCS) is a Florida-based contract services company that employs and manages personnel for municipal clients. Our staffing services include administrative support, clerical, accounting, payroll, billing, accounts payable/receivable, purchasing, human resources, supervisory roles, utility services, water and wastewater plant operations, property and general services management, building and landscape maintenance, parks and recreation, and senior and community services. FCS specializes in municipal privatization through a task-based approach aimed at improving productivity and efficiency.

Job Summary: Under the general supervision of the Records Unit Manager, the Public Records Specialist is responsible for administering and coordinating the City's compliance with Chapter 119, Florida Statutes (Florida Public Records Law). The incumbent ensures timely and lawful responses to public records requests while safeguarding confidential and exempt information. The role supports transparency, accountability, and legal compliance by managing records requests, coordinating with City departments, and maintaining accurate records management practices.

Responsibilities And Duties

• Receive, log, track, and process public records requests in accordance with Chapter 119, Florida Statutes.
• Ensure timely responses consistent with Florida's requirement to provide access to public records within a reasonable time.
• Review records to identify confidential or exempt information under Florida law and coordinate redaction as required.
• Apply statutory exemptions and consult with the Records Unit Manager or other department leadership as needed.
• Coordinate with all City departments to gather responsive documents, including electronic records, emails, and archived materials.
• Maintain detailed documentation of requests, responses, exemptions applied, and associated correspondence.
• Prepare written responses, cost estimates, and invoices in compliance with Florida law regarding allowable fees and extensive use charges.
• Monitor statutory updates and ensure City procedures align with current public records requirements.
• Assist in maintaining the City's records retention schedules in accordance with the Florida Department of State, Division of Library and Information Services guidelines.
• Any other duties assigned.

Qualifications

Required Experience And Qualifications: Education: High School Diploma or G.E.D. 2-3 years of experience in records management, municipal government, legal support, or compliance. Direct experience handling Florida public records requests strongly preferred. Working knowledge of Chapter 119, Florida Statutes, and related public records exemptions. Familiarity with Florida records retention schedules and records management standards. Strong analytical skills to interpret statutory requirements and apply exemptions appropriately. Excellent written communication skills for preparing formal responses. High level of attention to detail and accuracy. Ability to handle confidential and sensitive information with discretion. Strong organizational and time-management skills; ability to manage multiple requests simultaneously. Proficiency in Microsoft Office Suite, electronic document management systems, and email archiving systems. Ability to collaborate effectively with City departments, legal counsel, and members of the public.

Physical Demands And Work Environment: This position is primarily sedentary and requires prolonged periods of sitting at a desk and working on a computer. Frequent use of hands to operate and control office equipment such as computers, phones, and other standard office tools. Occasional walking, standing, bending, or reaching may be required. May occasionally be required to lift and/or move up to 20 pounds. The work is performed in a professional office environment with moderate noise levels and controlled temperatures.

Benefits: One of the many advantages of working with the Vesta Property Services family of companies are the great benefits that we offer to you and your eligible dependents. We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few. Benefits are offered to full-time employees (30+ hours per week).

AAP/EEO Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, sexual orientation, protected veteran status or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Drug Free Workplace: In compliance with the Drug-Free Workplace Act of 1988, Facility Contract Services has a longstanding commitment to provide a safe, quality-oriented, and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Facility Contract Services employees and to the security of the company's equipment and facilities. For these reasons, Facility Contract Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

Other Duties May Be Assigned: The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

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