Supervisor, Public Records

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Department:

City Auditor and Clerk

Employee Type:

Regular

Time Type:

Full time

Salary Range:

$32.2990 - $41.9887 Hourly / $67,181.90 - $87,336.46 Annually

Job Posting Period:

April 09, 2026 - April 24, 2026 12:00 A.M.

Job Description:

Overview

Develop, implement, administer a comprehensive public records management program for the City of Sarasota. The Public Records Supervisor also performs various clerical and administrative duties in the department. Responds to requests for public records from the public or other stakeholders, and tracks and responds to all pubic records requests in a timely manner.

Essential Functions

• Processes public record requests from both internal and external customers; researches and compiles documentation, supportive materials and reports by gathering and assembling data from various sources; ensures information for distribution is accurate and in keeping with compliance of statutes and exemptions.

• Manages standard, sizable, complex or non-routine public records requests from within and outside the agency.

• Uses independent judgement when interacting with customers and stakeholders to clearly understand the request and to process it with little, to no, managerial oversight.

• Documents and tracks all data relevant to public records requests.

• Determines cost estimates in connection with public records requests including non-standard charges that must be evaluated and decided upon.

• Collaborates with agency personnel to ascertain the volume and nature of responsive records.

• Identifies independently and in collaboration with agency personnel confidential, exempt and sensitive information in responsive records and performs redaction of confidential, exempt, and sensitive information by utilizing agency software to identify, organize and redact public records.

• Reviews departmental policies, procedures, and manuals to ensure compliance with Florida's public records law.

• Remains current on laws, rules and policy potentially impacting public records.

• Attends various training opportunities to maintain current awareness of public records laws and other related regulations.

• Maintains and updates list of exemptions to public records per Florida law.

• Performs administrative procedures including typing, filing, data entry, researching information and responding to inquiries in addition to managing the Public Records Program.

• Assists department personnel as needed with technical issues regarding the public records system and the records management application.

• Maintains records storage facility to ensure efficient access to stored records.

• Assists the General Manager in coordinating imaging of the City's historical and vital records.

• Provides information and training to city departments concerning records management, use of records software systems, and other related topics.

• Prepares reports and listings, including inventory, retrieval, destruction and other related reports.

• Assists the General Manager in the development of internal policies and procedures.

• Trains, directs the work of, and evaluates assigned public records staff.

• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that will be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any position.  Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.

Minimum Qualifications

• Bachelor's Degree from an accredited college or university in Business or Public Administration, Library Sciences, or other field related to Records Management,

• Two (2) years experience with multi-faceted filing systems and relevant experience in a Windows environment and with Windows based database management systems

• Or Three (3) years of administrative or management experience in municipal government setting,

• Certification as a certified records analyst (CRA) through the institute of certified records managers is preferred.

Job Based Competencies

• Working knowledge of modern business office methods, procedures and equipment applicable to public sector governing bodies and organizations.

• Knowledge of Florida's Public Records laws and other related regulations and statutes.

• Knowledge of modern office procedures, practices, equipment, and computer software applications.

• Ability to use written, verbal, electronic and visual communications for effective expression and clarity.

• Ability to understand and follow moderately complex oral and written directions; read, analyze, and interpret various data and terminology in the preparation of reports.

• Knowledge of federal laws, state statutes and local ordinances as they relate to public records and records management.

• Ability to perform duties independently with minimal supervision and make decisions associated with job functions with emphasis in achieving results on City initiatives.

• Ability to establish and maintain effective working relationships with City officials, coworkers and the general public.

• Skill in research including Internet usage.

• Ability to work flexible hours.

Responsibility

Under the direction of and responsible to the City Auditor and Clerk or designated representative.

Physical Requirements

This is primarily office work with tasks that may require exertion of up to 25 pounds of force occasionally. Tasks may require prolonged periods of sitting with visual and auditory concentration to include visual acuity for reviewing, checking, preparing and maintaining written and computer files and sufficient hearing to accurately perceive information at normal spoken word levels. Requires ability to speak and/or signal people to convey and exchange information and communicate effectively and efficiently. Manual dexterity to operate standard office, data entry and other office equipment is required.

Public Contact

Extensive public contact with City Commissioners and other City officials, department heads, Commission Staff, the media, officials from other jurisdictions and the general public.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at Jake.Brown@sarasotafl.gov or via phone at 941-263-6299.

For questions pertaining to general employment or job application status, please call 941-263-6476, or email HR@sarasotafl.gov