Records Management Analyst - SES

Requisition No: 862511 

Agency: Department of Health

Working Title: Records Management Analyst - SES

 Pay Plan: SES

Position Number: 64085978 

Salary:  $42,000 - $45,000 

Posting Closing Date: 10/14/2025 

Total Compensation Estimator Tool

Open Competitive Job Opportunity

Reclassified to Records Management Analyst-SES

Your Specific Responsibilities:

Come Join DOH-Team Duval! If you are looking to establish an exciting and successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida.

This position is under limited supervision of the Chief Legal Counsel for the Florida Department of Health in Duval County, this role handles a full range of legal assignments, including highly sensitive matters and requires a thorough working knowledge of departmental structure, legal processes, experience with court systems, and procedures. The incumbent is expected to communicate by phone, electronically, and/or in person in a courteous and professional manner at all times. This position is designated as confidential and is required to maintain confidential (or public) information in accordance with the DOH and CHD Information Security Policy, Protocols, and Procedures. 

Receives and responds to records requests including but not limited to subpoenas, medical records requests, and public record requests. Role regularly:

• Review and process incoming requests to determine action to be taken based on policy/procedures, including review of documents to determine type and manner of service of process where required; followed by analysis of request, research systems for documents, and draft response.
• Maintains files and records, using Legal Files or other software, to show status of action in processing requests, including subpoenas, medical records requests, and public records requests. Sorts or classifies files, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Conducts research and fact finding to assist in response.
• Gathers and analyzes available documents.
• Estimates time to complete requests and generates invoices for payments; verifies payments prior to research and retrieval.
• Prepares responsive documents for release, including redaction when needed.
• Locates and retrieves files upon request from authorized users.
• Assigns and records or stamps identification numbers or codes to index materials for responses.
• Inspects or examines materials or files for accuracy, legibility, or damage.
• Investigates discrepancies in reports and records and confers with personnel in affected departments to ensure accuracy and compliance with procedures.
• Compiles data from records to prepare periodic reports and track records.
• Removes or destroys outdated materials in accordance with file maintenance schedules or legal requirements.
• Inserts additional data on file records.
• Applies policy guidelines concerning public access and use of materials.
• Assists internal and external clients with: Routing requests                                                                                                               
•  Answering routine questions regarding legal issues.
• Provides occasional support for legal office including, answering phones, copying, scanning, file creation, electronic filing, faxing, submitting orders, travel documentation, and calendaring.
• Expected to perform other duties as assigned.
• Serves as back-up for Administrator’s office: door access, guest assistance, meeting preparation, etc.
• Serves as back-up recorder for Administrative Leadership team meetings/activities.
• Attends hearings as records custodian.

Required Knowledge, Skills, and Abilities:

Knowledge, skills and abilities, including utilization of equipment, required for the position:

• Reading Comprehension and Writing.
• Information Gathering.
• Critical Thinking and Analytical Reasoning.
• Information Organization and Coordination.
• Speaking and Active Listening.
• Synthesis/Reorganization.
• Judgment and Decision Making.
• Law, Government, & Jurisprudence – Incumbent must be knowledgeable about statutes, rules, policies, including requirements for public records and record retention.
• Inspection and Analysis.
• Time Management.
• Customer Service and Communication.
• Clerical.
• Computer Software Literacy (Microsoft 365 suite, Legal filing software, State Document/Record Management software).
• Administration and Management.
• Work effectively with others.

Physical Demands:

• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards, lift/carry objects of up to 50 pounds occasionally, and travel short distances.

Qualifications:

Minimum:

• 5 years’ experience using Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.) and experience using records management systems
• Willing and able to provide testimony in legal proceedings as the designated custodian of records for the Florida Department of Health in the counties of Baker, Clay, Duval, and Nassau.
• 1 year of experience in accurately recording and summarizing group meeting minutes.
• Valid Driver’s License

Preferred:

• Bilingual
• Basic understanding in legal terminology
• Familiar with subpoena and discovery processes
• Florida State notary

Florida Department of Health Mission, Vision, and Values: 

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Florida Department of Health in Duval County

921 N. Davis Street Bldg. B

Jacksonville, FL 32209

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);

• Flexible Spending Accounts
• Tuition waivers
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

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. 

The successful candidate will be required to complete the Form I-9, and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.