Public Records Coordinator

Public Records Coordinator Performs responsible and moderately complex professional and administrative work coordinating the County's public records request process in compliance with Florida Public Records Law. Serves as the central liaison between public records requestors and County departments, providing direct assistance in locating, researching, reviewing, and producing responsive records while ensuring consistent application of statutory requirements. Exercises independent judgment in advising departments, promoting standardized records management practices, and developing, implementing, and maintaining a countywide records retention and compliance program to enhance responsiveness, transparency, and organizational accountability. Coordinates and administers public records requests for Hernando County, ensuring compliance with Florida Public Records Law and established County policies. Serves as the primary point of contact between public records requestors and County departments throughout the lifecycle of each request. Provides weekly follow-up communication to requestors regarding the status of their public records requests, including timelines, clarifications, and next steps. Performs audits to ensure compliance with public records policy. Assists departments directly with identifying, researching, locating, and pulling responsive records, including conducting on-site visits to departments to retrieve physical and electronic files. Conducts research on behalf of departments to determine record types, retention requirements, applicable exemptions, and appropriate disclosure. Manages and monitors the public records request portal, including updating user and staff accounts, generating reports, and ensuring timely intake and tracking of requests. Responsible for public recordrelated finances, including processing and tracking payments and refunds, tracking staff time, billing, and generating accurate invoices. Provides training to staff on how to use the public records request portal and hosts an annual public records workshop for all County Designated Records Custodians. Assists with Public Information Office financial administrative tasks, including processing and tracking P-Card statements, purchase orders (POs), onboarding contracts for services, and related documentation. Takes initiative to create, develop, and implement a comprehensive countywide records retention program, including but not limited to: evaluating departmental records practices, developing step-by-step procedures and standard operating practices, creating training materials and guidance documents, assisting departments with retention planning and compliance. Develops and maintains strong working relationships with County departments, which may require travel to assist with records organization, retention, and retrieval. Performs routine administrative office tasks such as filing, answering phones, and compiling correspondence. Performs other related duties and responsibilities as assigned by immediate supervisor or other management personnel. Minimum Qualifications: High School Diploma, GED, or equivalent. Two (2) years of relative experience in public records management, public administration, paralegal work, and/or related field. Applicants must submit a resume and cover letter tailored to the position. Application materials must demonstrate clear, professional written communication skills. A combination of education, training and experience may be substituted at the County's discretion. Must possess and maintain a valid Florida Driver's License with a good driving record as defined by current insurance carrier. NIMs certification 100, 200, and 700 (must be obtained with 30 days of employment). Required Competencies: Knowledge of Florida Public Records Law, records retention schedules, and records management principles. Strong initiative and ability to work independently to improve records processes and departmental compliance. Ability to research, interpret, and apply records retention and disclosure requirements. Strong customer service and communication skills, including active listening and clear written and verbal communication. Ability to establish and maintain effective working relationships with County staff, departments, and the public. Ability to understand and follow moderately complex oral and written instructions. Ability to prepare reports; maintain accurate records; learn and perform assigned clerical and administrative tasks readily and with accuracy. Ability to establish effective working relationships with others; train other employees when required. Proficiency in the use of computers, office software, and records management systems. Must have good organizational skills and the ability to prioritize, schedule and manage daily work activities, tasks, and assignments. Physical Demands: Light lifting and carrying (up to 25 lbs); walking, standing, kneeling, bending, and stooping. Acceptable eyesight (with or without correction), acceptable hearing (with or without hearing aid). Ability to access file cabinets for filing and retrieval of data, ability to sit at a desk and view a display screen for extended periods of time. Environmental Conditions: Work is performed primarily in an office environment working closely with others. May be required to work outside on occasion in diverse environments. Travel may be required to attend local and non-local meetings, conferences, and workshops. Pay Grade: 8Veterans Preference Position, must be minimally qualifiedHernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law. Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.

Created: 2026-03-12