|RECORDS & CEMETERY MANAGER|
|Middle Management/Professional/NM AD|
|Performs responsible technical and supervisory work managing Greenwood Cemetery, and the City-wide Records and Archives section. This includes duties such as consulting with at-need families and making burial arrangements, coordinating burials with other funeral service providers, assisting in the development and implementation of a long-range master plan for the operation and development of the cemetery, promoting facility usage, inspecting facility, enforcing rules, monitoring and reporting collection of revenues, preparing reports, administering contracts, designing records management systems, coordinating the development of records retention schedules, supervising the storage, retrieval, and destruction of records, providing micrographic services for all City departments, and developing and promoting a City-wide records management program.|
|Plans, schedules, and coordinates the receipt, retention, storage, disposal, scanning and microfilming of records in accordance with City policies, ordinances, and applicable laws. Monitors retention schedules and destruction requests to ensure compliance with established guidelines.
Establishes and maintains document descriptions such as lists, indexes and other retrieval aids for microfilmed records and historical documents. Directs filing and cross-indexing of documents. Ensures security of all records.
Consults with user departments regarding their records management needs. Analyzes current filing systems and recommends new and/or revised systems and methods to control records storage and retrieval costs. Develops and/or participates in the design of manual and automated records management systems.
Supervises the research, retrieval and release of information and records in accordance with applicable laws. May testify in court as custodian of City records. Directs the distribution of City Code books and supplements. Oversees the preparation of invoices and prepartion of cash reports for monies received. Develops and processes microfilm, and prepares film for microfiche equipment. May operate various scanning/micrographic equipment. Compiles data and prepares various reports as requested by management.
Coordinates the scheduling and maintains calendar of events, consults with prospective Cemetery users regarding fees, park rules, and related matters; responsible for collection of fees, preparation, and submission of cash reports. Inspects cemetery prior to, during, and upon completion of events to ensure cemetery is clean, user requirements are met, and to prevent vandalism and other damage to cemetery. Reviews daily inspection reports and coordinates maintenance and/or repairs.
Assigns and reviews the microfilming, filming, storage and destruction of records; trains employees in safety and work methods; evaluates employee performance and initiates personnel actions such as employment, discipline, etc. Develops and implements training programs for records and information staff and user departments to ensure the proper retention, and disposal of records. Supervises the work of cemetery employees in the maintenance and upkeep of cemetery grounds and buildings.
Acts as liaison for City departments and State archival officials to establish and provide retention and disposal standards and schedules for records; advises City officials on record retention, storage and disposal, and microform design.
Responds to citizen complaints and inquiries, and initiates corrective action as needed; keeps managers apprised of unusual situations and results of actions taken.
Other duties as may be assigned.
|Knowledge of laws and ordinances governing retention and destruction of records.
Knowledge of automated records and information systems, principles, and practices.
Knowledge of micrographic standards, equipment, procedures, and safety and use of chemicals for processing film.
Knowledge of state regulations governing the standards and requirements for microfilming records.
Knowledge of operations services and activities of a cemetery program.
Knowledge of occupational hazards and safety practices necessary in the area of cemetery operations.
Knowledge of budget preparation and control.
Knowledge of current laws and regulations, and City policy pertaining to records and cemetery management.
Skilled in the processing of microfilm, digital scanning operations and preparing film for microfiche equipment.
Skilled in the safe use of chemicals and fumes used in the processing of film and in cemetery operations.
Skilled in the use of computers, scanning equipment, office equipment, and maintenance machinery used in cemetery operations.
Ability to communicate effectively, both orally and in writing, with citizens, media reps, City staff, requestors of information, and customers.
Ability to plan, coordinate, and organize various activities to include micrographic, records storage, retrieval, and/or destruction for City and cemetery records.
Ability to analyze problems, and to plan and develop alternatives and solutions.
Ability to establish and maintain effective working relationships with City staff, citizens, media reps, requestors of information, and customers.
Ability to supervise, plan, and coordinate efficient cemetery operations.
Ability to lay out graves, spaces, and markers.
Ability to exercise tact, compassion, and diplomacy in dealing with bereaved families and clients, funeral directors, and clergy.
|Bachelors degree in business, management, or related field, plus a minimum of four years of related experience, or an equivalent combination of education, training, and experience.
Valid Florida drivers license and notary public required.