Requisition No: 886070 

Agency: Justice Administrative Commission

Working Title: STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- ADMINISTAROR I - 21016417

 Pay Plan: State Attorneys JAC

Position Number: 21016417 

Salary:  COMMENSURATE WITH QUALIFICATIONS 

Posting Closing Date: 04/21/2027 

Total Compensation Estimator Tool

DISTINGUISHING CHARACTERISTICS OF WORK:

An employee in this position assists the agency’s primary Records Custodian with the organization, maintenance, preservation, retrieval, storage, and tracking of official agency records in accordance with applicable Florida Statutes, state records retention schedules, and agency policies and procedures. This position provides administrative and clerical support for records management activities, including the maintenance of physical and electronic records, preparation of files for storage, retrieval of requested documents, maintenance of records inventories, and coordination of authorized records transfers and disposition. 

The Assistant Records Custodian helps ensure records are accurately maintained, properly secured, and readily accessible to authorized personnel. This position works under the direction of the primary Records Custodian.

ESSENTIAL DUTIES:

• Assists the primary Records Custodian with the daily administration and maintenance of the agency’s records management program.
• Receives, sorts, classifies, indexes, files, scans, and maintains official agency records in physical and electronic formats.
• Maintains organized filing systems and assists with the accurate and timely retrieval of documents and information.
• Assists with maintaining records in accordance with applicable provisions of Chapters 119 and 257, Florida Statutes, relevant administrative rules, state records retention schedules, and agency policies.
• Assists with preparing inactive records for transfer to designated storage facilities or approved electronic storage systems.
• Maintains and updates records inventories, file indexes, tracking logs, storage documentation, and other records management records.
• Retrieves records in response to requests from authorized agency personnel and documents the movement or return of files as required.
• Assists the primary Records Custodian with locating and gathering records responsive to public records requests.
• Identifies records that may contain confidential, sensitive, or exempt information and refers them to the primary Records Custodian or designated personnel for review.
• Assists with reviewing records for retention and disposition eligibility in accordance with applicable retention schedules and established procedures.
• Prepares records identified for potential disposition and ensures they are not destroyed or otherwise disposed of without required review and authorization.
• Follows instructions concerning litigation holds, subpoenas, audits, investigations, pending public records requests, and other requirements that may necessitate preservation of records.
• Assists with maintaining documentation of authorized records transfers, archival storage, and destruction or disposition activities.
• Helps maintain the security and organization of records storage areas and protects records against unauthorized access, damage, loss, or misplacement.
• Assists with records inventories, audits, compliance reviews, and the implementation of established records management procedures.
• Operates office equipment and electronic records management systems, including scanners, copiers, databases, and document imaging applications.
• Communicates with agency personnel and designated records management contacts to coordinate routine records-related activities.
• Refers questions concerning statutory interpretation, public disclosure, retention requirements, records destruction, and other matters requiring approval to the primary Records Custodian or designated supervisor.
• Maintains the confidentiality of records and information encountered in the performance of assigned duties.
• Maintain a valid Florida Driver’s license.
• Performs related duties as assigned.

NOTE:  DUTIES ARE ILLUSTRATIVE AND NOT EXHAUSTIVE.  THE OMISSION OF SPECIFIC STATEMENTS OF DUTIES DOES NOT EXCLUDE THEM FROM THE POSITION IF THE WORK IS SIMILAR, RELATED, OR A LOGICAL ASSIGNMENT TO THE POSITION.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of general records management principles, filing systems, document control, and records storage procedures.
• Ability to follow established records retention schedules, agency procedures, and instructions concerning records handling and disposition.
• Basic knowledge of Florida public records requirements and the importance of maintaining confidential and exempt information.
• Ability to organize, index, retrieve, scan, and maintain physical and electronic records accurately and efficiently.
• Ability to maintain accurate inventories, logs, and tracking documentation.
• Ability to recognize records management issues requiring review and refer them to the appropriate personnel.
• Ability to operate computers, scanners, copiers, databases, electronic document management systems, and standard office software.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to communicate effectively, both verbally and in writing.
• Strong organizational skills and attention to detail.
• Ability to prioritize assignments, meet established deadlines, and work effectively under supervision.
• Ability to establish and maintain effective working relationships with agency personnel and external contacts.

EDUCATION/MINIMUM QUALIFICATIONS:

A high school diploma or equivalency and one (1) year of clerical or office experience or an equivalent combination of training and experience.

Successful completion of college training may be substituted for the required experience on a year-for-year basis.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit, stand, talk, hear, and use hands and fingers to maintain files, supplies, and documents.  The employee is frequently required to stand and walk.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 50 pounds;
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust to focus;
• The noise level in the work environment is usually moderate;
• Applicant must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated above.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions;

BENEFITS:

Benefits include, but are not limited to, health, dental, vision, life, paid annual and sick leave, paid state holidays, and a State retirement package.  State employees are required to participate in the State of Florida Direct Deposit Program and contribute 3% of monthly gross (pre-tax) to the Florida Retirement System.

POLICIES:

The State Attorney's Office has a harassment-free workplace policy and professional conduct requirement.  Employees must practice safe workplace procedures and follow policies and procedures regarding confidentiality and honesty.  Employees must maintain satisfactory work attendance and job performance level.

Applicants considered for employment will be required to pass a comprehensive background check including fingerprinting.  We hire only U.S. Citizens and those lawfully authorized to work in the U.S.  The State Attorney's Office, through the Justice Administrative Commission, participates in the U.S. Government's Employment Eligibility Verification Program (E-Verify).    E-Verify is a program that electronically confirms an employee's eligibility to work in the United States after completion of the Employment Eligibility Verification Form (I-9).

HOW TO APPLY:

Interested applicants may complete and submit their application through the Florida Department of Management Services, People First career service center.  For more information about the position, please contact:

Nicki Offermann

Personnel Director

State Attorney’s Office

255 North Broadway

Bartow, FL 33830

Telephone: (863) 534-4898

Fax: (863) 534-4820

If you need an accommodation in order to participate in the application/selection process, please notify the hiring authority in advance.

We are an equal opportunity employer.  We do not discriminate on the basis of race, religion, color, sex, age, national origin or disability.

This position is open to internal and external applicants.  We reserve the right to consider State Attorney’s Office employees for promotion or transfer prior to contacting persons not employed by the State Attorney’s Office.

All offers of employment will be conditioned upon a satisfactory criminal history background check.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS at 1-844-377-1888 on how your current benefits may 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.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.