Coordinator, Finance- Public Records and Contract Management

Please label all uploaded documents with your full name (for example: Jane_Doe_Resume ). This helps ensure your materials are properly matched to your application. If you are a currently active Polk State College employee, please create an account using your polk.edu staff email address. Our HR system will not recognize you as an active employee. Description The Coordinator, Finance-Public Records and Contracts Management is responsible for the centralized intake, tracking, coordination, and fulfillment of public records requests in compliance with Florida Public Records Law, Florida Government in the Sunshine Law, and applicable federal privacy laws, including HIPAA and FERPA. This position serves as the College's primary point of contact for public records requests and works collaboratively with the Vice President or Finance/Records Management Liaison Officer (RMLO), Vice President of Communications and Public Affairs/Chief of Staff, and departmental stakeholders to ensure timely, accurate, and legally compliant responses. Essential Functions/Duties Public Records Request Intake & Tracking Serve as the central intake point for all public records requests. Log, track, and monitor public records requests using a records management or tracking system. Acknowledge requests and communicate timelines and costs consistent with Florida law. Coordination & Records Retrieval Coordinate with required College departments to identify and collect responsive records. Provide guidance to departments on search parameters and deadlines. Ensure timely follow-up and completion of requests. Compliance & Redaction Review responsive records for statutory exemptions and confidential information. Coordinate with the Vice President of Communications and Public Affairs/Chief of Staff and College attorneys on complex or sensitive requests. Ensure compliance with Florida Statutes, Florida Government in the Sunshine Law, HIPAA, and FERPA. Redact confidential and/or exempt information in accordance with applicable laws in coordination with HR management. Maintain documentation of redactions and legal justifications. Prepare records for release in appropriate formats (electronic or hard copy) and send to requestors upon receiving proper approvals. Fee Assessment & Communication Prepare cost estimates with HR/payroll assistance for use of resources within limits of Florida law. Coordinate with HR on estimates for public records processing. Communicate fees to requestors and coordinate payment processing with requestors and Business Services. Records Management & Retention Coordination Collaborate with the RMLO on retention schedules and disposition practices. Ensure records are maintained in accordance with Florida Department of State retention schedules and Polk State College policy. Maintain accurate logs and reporting metrics (volume, response time, status). Assist with audits, subpoenas, and other legal records management. Assist in preparing metrics reports for leadership, audits, or public transparency initiatives. Provide training and guidance to employees on public records responsibilities and compliance requirements. Develop processes and training materials. Contract and Project Management Serves as point of contact for a variety of contracts, Memorandums of Understanding (MOU), and affiliation agreements to ensure they are fully executed in a timely manner. Completes administrative projects by identifying and implementing new technology and resources, redesigning systems, and recommending re-deployment of designated resources. Maintains rapport and open lines of communication with administrative personnel, senior management, faculty, staff, and consultants or contractors by researching and developing new services and methods, setting priorities, and problem solving for workflow issues. Typical Qualifications Knowledge, Skills, and Abilities High level of discretion when handling confidential information. Knowledge of Florida public records laws and exemptions. Strong analytical and problem-solving skills. Ability to manage multiple, time-sensitive requests simultaneously. Excellent written and verbal communication skills. Strong organizational and project coordination skills. Work Environment & Physical Requirements Normal office working conditions with prolonged periods of sitting, typing, and computer usage. This position is a full-time on-campus position located at our Winter Haven campus. Remote/hybrid options are not available. Weekend and evening work may be required during periods with tight deadlines. In rare occasions, this position may be required to work during College closures (such as winter/spring break and inclement weather closures). This position will require the ability to lift at least 15 lbs. Must be able to efficiently operate personal computer with word-processing, spreadsheet, records management, and other software. Must be able to efficiently operate standard office equipment such as multi-line telephone, copier, fax machine, and scanner. Salary and Benefits Information This position is level P12 . We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers. Required Education Bachelor's degree in Public Administration, Business Administration, Legal Studies, Human Resources, or related field.

Alternate credential:

Associate's degree in required field with 5 years of experience in records management, compliance, legal support, or human resources. Required Experience Three (3) years of experience in records management, compliance, legal support, or human resources. Preferred Qualifications Experience in a Florida College System institution, state agency, or local government Familiarity with public records request processing. Knowledge of FERPA and records retention schedules. Experience with document management system. Supplemental Information Submissions that do not include all parts of the following required information will not be considered: a resume. an electronic job application (all sections MUST be completed). Important Information If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement. Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship. To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application. Polk State College is a drug-free workplace. Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis. Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered. Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment. Polk State College does NOT provide relocation assistance for this position. Equal Opportunity Statement Polk State College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. For information about the College's equal access and equal opportunity policies and procedures, or to file a complaint, please contact: Title IX Coordinator 3425 Winter Lake Road Lakeland, FL 33803 863.669.2903 compliance@polk.edu For additional information, visit polk.edu/compliance We encourage applicants to provide feedback on their experience or request help at Careers@polk.edu .