Job Description

GENERAL DESCRIPTION

The Public Record and Video Management Specialist receives, maintains, redacts, distributes and tracks public records documents to and from the public, outside law enforcement, and other government agencies. This position is primarily responsible for reviewing and editing public records and digital video/audio footage to ensure compliance with state statutes, general schedules, agency policy, accreditation and confidentiality standards. The role involves identifying and removing sensitive or confidential information from documents and digital video/audio prior to their release to the public, ensuring that records are accessible while protecting privacy rights and safeguarding personally identifiable information and sensitive data. The specialist will work closely with the records manager, department members, and the legal advisor to maintain transparency, privacy, and compliance with relevant laws and regulations. Other records related duties may be required as directed.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent most of the time spent working in this position. Supervisor may assign additional tasks within the scope of this classification as necessary.

• Respond to Public Record Request: in accordance with Florida State Statue 119. Answers the telephone, provides information and assistance to callers.
• Conducts Record Checks: as requested; compiles data for reports, conducts research as necessary.
• Generate Quotes for Public Records Request: Quotes for redaction services in accordance with Florida State Statute 119 and police department policy.
• Review Public Records: Examine documents and materials for confidential, personal, or sensitive information (such as Social Security numbers, private addresses, or Marsy's Law protections) that should be redacted before public release.
• Redact Sensitive Information: Utilize redaction software and tools to black out or remove sensitive information in accordance with legal, ethical, and organizational standards.
• Video Editing and Redaction: Redact video footage by blurring or masking faces, license plates, addresses, and other sensitive information. Utilize specialized redaction software to edit video and audio content to remove sensitive sounds or conversations in accordance with legal and police department policy.
• Ensure Compliance: Stay up-to-date on relevant laws, regulations, and policies regarding privacy, confidentiality, and public access to records (e.g., Freedom of Information Act (FOIA), HIPAA, Marsy's Law).
• Quality Control: Verify that all redactions are accurate and complete, ensuring that no sensitive data is inadvertently disclosed.
• Document Management: Maintain organized records of redacted documents and any related metadata, ensuring easy retrieval and auditability.
• Collaboration: Work closely with other departments (legal, compliance, records management, etc.) to ensure all public records meet required standards before release.
• Prepare Reports: Generate and maintain logs or reports detailing redacted records and reasons for redactions.
• Court Testimony: May be required to testify in legal proceedings.
• Performs other related duties as required.

KNOWLEDGE, SKILLS & ABILITIES

• Strong attention to detail and ability to spot sensitive or confidential information.
• Understanding of privacy laws and regulations (e.g., FOIA, HIPAA, Marsy's Law).
• Ability to handle sensitive information with discretion and professionalism.
• Strong organizational skills and the ability to manage multiple tasks or projects.
• Effective communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, etc.)
• Familiarity with document management systems or databases is beneficial.
• Proficiency with video redaction software (e.g., Axon Evidence, Motorola, or other relevant tools).
• Requires doing specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required. An Associate's Degree is preferred.
• Valid Driver's License
• Background Check: Must have an acceptable background record
• At least 1-2 years of experience in document review, legal support, or records management.
• Experience with redaction software (e.g., Adobe Acrobat, Redaction Tool, or similar platforms) is a plus.
• Previous experience working in law enforcement, records management, or digital media management is highly preferred.
• Proficient in Microsoft Office Suite (Word, Excel, etc.)
• Familiarity with document management systems or databases is beneficial.
• Proficient with video redaction software (e.g., Axon Evidence, Motorola, or other relevant tools).

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

EQUIPMENT USED

• Computer, keyboard, calculator, fax machine, telephone, copy machine, cell phone.

PHYSICAL REQUIREMENTS

• Physical Requirements: Prolonged sitting, standing, walking, carrying, reaching, bending/twisting, pushing/pulling, or lifting up to 10 lbs.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate odor, color, sound, visual cues or signals. Some tasks require the ability to communicate orally.

JOB LOCATION

Apopka Police Department, all City owned buildings/property, parks, grounds and recreation facilities. Any off-site locations and facilities utilized as part of the City's participation or involvement in an event, activity or job assignment. Occasional travel to meetings, conferences, and seminars/training schools will be required as a part of the employee's development and training.

DISCLAIMER:

The City of Apopka reserves the right to fill positions prior to the closing date and also reserves the right to close the posting prior to the date indicated. Positions will be filled by competitive selection from among categories of qualified and available candidates. It is the policy of the City of Apopka to give first consideration to all employees and other internal applicants prior to considering external (outside) applicants. Applicants should expect a starting salary at the minimum of the pay grade range; applicants with exceptional qualifications and/or experience may be eligible for a rate of pay which is higher than the range minimum upon approval by Administration. Your social security number is requested for the purpose of payroll eligibility verification, processing employment benefits, applicant and employee background checks, and income reporting and will be used solely for those purposes. The City of Apopka participates in E-Verify. Employers are required by federal law to verify the identity and employment eligibility of all persons hired to work in the United States. We utilize the E-Verify system to process our new hires. We provide information to the Social Security Administration and, if necessary, the Department of Homeland Security with Information from each new employee's Form I-9 to confirm work authorization.

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