Public Records Specialist - OPS-43350002
TALLAHASSEE, FL, US, 32399
Requisition No: 797621
Agency: Financial Services
Working Title: Public Records Specialist - OPS-43350002
Position Number: 43350002
Salary: $15.00 per hour
Posting Closing Date: 03/29/2023
*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****
DIVISION: INVESTIGATIVE AND FORENSIC SERVICES
BUREAU: OPERATIONAL SUPPORT SERVICES SECTION – ACCREDITATION AND PUBLIC RECORDS
CITY: TALLAHASSEE
COUNTY: LEON
CONTACT PERSON: EMPLOYMENT SECTION
200 EAST GAINES STREET
TALLAHASSEE, FL 32399-0324
PHONE NUMBER: Job Line # 1 (850) 413-4063
Mission Statement
Serving and safeguarding the public and businesses operating in the State of Florida against acts of fraud, arson, and the misuse of state funds
The Division of Investigative and Forensic Services encompasses all law enforcement and forensic components residing within the Department of Financial Services. With this broad responsibility, the division investigates a wide range of fraudulent and criminal acts including:
- Insurance Fraud Investigations
- Workers' Compensation Fraud Investigations
- Fire, Arson, and Explosives Investigations
- Theft/Misuse of State Funds
- Fire and Explosives Sample Analysis
Available links to the Agency and Division:
SPECIAL NOTES:
TO APPLY FOR THIS POSITION, SUBMIT A STATE OF FLORIDA EMPLOYMENT APPLICATION ONLINE IN PEOPLE FIRST AND EMAIL IN A SUPPLEMENTAL APPLICATION TO THE EMAIL ADDRESS BELOW. THE SUPPLEMENTAL APPLICATION CAN BE FOUND AT:
https://www.myfloridacfo.com/division/difs/career-opportunities
Email Address: hiringdifs@myfloridacfo.com
This supplemental application MUST be received no later than five (5) business days after the closing date of this advertisement to be considered for this position.
High School diploma or equivalent is required.
One (1) year of administrative work experience preferred.
The hourly rate for this position is $15.00 per hour.
Employees of the Department of Financial Services are paid on a monthly pay cycle.
Special consideration may be given to eligible candidates who have bilingual verbal & written skills that meet a critical need of the agency’s mission.
Responses to qualifying questions must be clearly supported by the profile/application/resume and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.
WHAT IS THE SELECTION PROCESS?
Selection is a three-to-six-month process that consists of the following:
- Completed State of Florida Employment Application
- Completed Department of Financial Services, Division of Investigative and Forensic Services Supplemental Application
- Interview
- Fingerprinting
- Background Investigation
- Financial credit report
This position requires a security background check which includes a financial credit report, and fingerprinting.
Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of the principles and techniques of effective communication (oral and written)
- Knowledge of data collection methods
- Knowledge of the methods for organizing and presenting data and documents
- Knowledge of principles and techniques of records management
- Knowledge of administrative principles and practices
- Knowledge of problem-solving techniques
- Ability to conduct meetings and to make presentations
- Ability to collect, record and analyze data relating to records or operational procedures
- Ability to utilize problem-solving techniques
- Ability to prepare reports and written documentation
- Ability to make decisions in a timely manner
- Ability to understand and apply applicable rules, regulations, policies and procedures
- Ability to plan, organize and coordinate work assignments
- Ability to determine work priorities, assign work, and ensure proper completion and work assignments
- Ability to effectively communicate
- Ability to establish and maintain effective working relationships with others
- Ability to work in Microsoft Office products such as Word, Excel, and Outlook
- Ability to work independently
Brief Description of Duties and Responsibilities:
Receives, processes, and prepares documents/records in accordance with public records requests and subpoenas as they relate to the Division’s bureaus. Directs, coordinates, and consults with the Division’s field office personnel in gathering the required records and documents. Directs and coordinates subpoena requests with law enforcement personnel and assures all investigative documentation is prepared in response. Consults with Department attorneys regarding public records requests and subpoenas as required.
Works independently to gather and reviews all documents to ensure they are properly redacted and released in accordance with Division policy and procedures, Department policy and procedures, statutory regulations, and general records schedule for law enforcement agencies.
Communicates any discrepancies or perceived compliance issues with supervisor and Department attorneys. Updates the Department’s tracking system on status of public records requests and release.
Communicates with requestors (citizens, attorneys, insurance companies, other law enforcement agencies, etc.) to gather additional information about the requests, answer questions, provide updates, and prepare accurate invoices.
Monitors the Division’s Computerized Reporting system (ACISS) for status of the investigative report to process public records release and subpoenas. Inputs data within the Division’s system as it relates to the release of these documents and correspondence. Updates the Department’s computer tracking system (ATO) on status of public records requests and release.
Maintains up-to-date knowledge on all statutory requirements governing public records and training to include Florida Statutes, records retention schedules, Criminal Justice Standards and Training policies and procedures, and administrative codes. Assists with special projects within the office of Operational Support Services.
Coordinates sealed and expungement orders for the Division to ensure compliance with state law and maintains the orders as required. Maintains Death Penalty case files and documents to ensure compliance with state law.
Coordinates and maintains control of records retention and disposal for headquarters and field offices in accordance with all Department and Division policies and procedures and records retention schedules. Arranges and completes the transfer process of records to long-term storage and updates the Total Recall System.
Performs other related work as required.
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 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.
Nearest Major Market: Tallahassee