Records and Administrative Support Specialist

Records And Administrative Support Specialist

The Records and Administrative Support Specialist plays a key role in the Community Development Department's efforts to improve records management and reduce paper usage. This position is primarily responsible for digitizing and organizing department records through document scanning and electronic filing, conducting lien searches, and processing public records requests in compliance with applicable laws and city policies. The Specialist ensures the accurate maintenance, retrieval, and confidentiality of records, supporting both internal staff and external customer needs. In addition to these core functions, the position provides backup support for general administrative duties and customer service, helping to maintain efficient departmental operations during peak periods or staff absences. Strong attention to detail, organization, and a commitment to customer service are essential in this role.

Examples of duties include :

• Scan, index, and electronically file physical documents to support the department's paper reduction and digital records initiatives
• Maintain organized and accurate electronic filing systems in accordance with city retention policies and state records laws
• Conduct lien searches and prepare accurate, timely reports for internal and external stakeholders
• Receive, log, and fulfill public records requests in compliance with Florida Public Records Law (or applicable state law), coordinating with relevant staff as needed
• Monitor and ensure the security and confidentiality of sensitive documents and data
• Assist with the preparation, archiving, and retrieval of departmental records and files
• Provide general administrative support, including data entry, copying, and document formatting
• Serve as a backup for front counter and phone-based customer service, responding to inquiries, directing customers, and providing basic information on permits, applications, and department services
• Communicate effectively with other departments, outside agencies, and the public, maintaining a professional and helpful demeanor
• Participate in ongoing efforts to improve departmental efficiency and customer service delivery
• Perform other related duties as assigned to support the mission of the Community Development Department

Typical qualifications include :

Minimum qualifications : Any combination of training and experience which would provide required knowledge, skills, and abilities are qualifying. A typical way to obtain the required qualifications would be : High School Diploma or GED; supplemented by one (1) year of experience in records management, administrative support, or an equivalent combination of education, training, and experience. Proficiency with Microsoft Office applications (Word, Excel, Outlook) and document scanning equipment with basic knowledge of records filing systems and data entry procedures.

Preferred qualifications : Associate's degree or coursework in public administration, office administration, records management, or a related field; supplemented by two (2) years of experience in a municipal or government setting; experience handling public records requests and understanding of applicable public records laws and familiarity with lien search procedures and property records.

Wilton Manors is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Wilton Manors will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.