RECORDS ANALYST - 55000886

Requisition No: 836676 

Agency: Department of Transportation

Working Title: RECORDS ANALYST - 55000886

 Pay Plan: Career Service

Position Number: 55000886 

Salary:  $36,516.52 - $47,256.67 

Posting Closing Date: 09/25/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

RECORDS ANALYST

PENDING CLASSIFICATION

919 / Support Services Office

OPEN COMPETITIVE

CAREER SERVICE

CONTACT PERSON: Patrick Simmons     

CONTACT PHONE NUMBER: 850-414-4591

CONTACT EMAIL ADDRESS: Patrick.Simmons@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $1,404.48 - $1,817.56

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: 

Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system!

For additional benefit information available to State of Florida employees, go to https://www.mybenefits.myflorida.com/

SPECIAL REQUIREMENTS:  You may be required to provide your Social Security Number to conduct required verifications. Male applicants born on or after October 1, 1962 will not be eligible for hire or promotion in the Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES AND SUPPORTS EMPLOYMENT OF INDIVIDUALS WITH DISABILITIES.  QUALIFIED INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO APPLY.
In accordance with Section 110.112, Florida Statutes, and the Florida Department of Transportation’s Individuals with Disabilities Affirmative Action Plan, the agency is committed to ensuring affirmative action and equal employment opportunity for qualified individuals with disabilities.  Upon request and as appropriate, reasonable accommodations to individuals with disabilities may be provided.  Please contact the Florida Department of Transportation’s Human Resources Office located at 605 Suwannee Street, Tallahassee, Florida 32399 or call (850) 414-5300 for assistance.  

POSITION DESCRIPTION:  Performs as team leader and ensure the team execute various and routine duties of the Document Control Office. Interpret state policies and procedures, implement and enforce standards, develop general records management guidelines for records coordinators, records liaisons, and provide needed training of the Department's Records Management program for all media type. Training should include proper inventorying of records, storage, retrieval, and destruction of records. Validate, monitor, track, report and process, in a timely manner, record storage, retrieval, and destruction/disposal requests for all inactive documents, which have met the retention period. Maintain an inventory system for all stored records in order to determine quantities, frequency of retrievals, destruction/disposal, and other activities associated with proper document control standards, policies, and procedures. Safeguard and retain all stored records, ensuring the preservation and availability of documents for the duration of the assigned retention schedule. Review and complete all records destruction requests for records that have met their retention maturity date. Establish and maintain an accurate inventory system of all stored records that provide such information as the record originator, brief description of records, retention date, retention schedule and item numbers, assigned storage number, storage location, retrieval history, and disposal validation. 

Assist the manager with development, and deliver an effective records management training program. Deliver one-on-one and group training on proper records management, and document control, ensuring full organizational compliance and understanding of applicable policies, procedures, rules, regulations and legislation that govern the agency. Assist with developing and present training material to responsible users on both current and new, procedures and tools as needed. Assist with preparations for and participate in all records management quality assurance reviews (QAR). Develop corrective actions for all QAR findings as applicable.

Assist the manager in the electronic imaging area with data processing workflow, reporting, disposition, budget, maintaining run documentation and operational records. Assist in the day-to-day system monitoring activities such as software and hardware components of the Document Control Imagining Storage System. Ensuring that down time is kept at a minimum and taking appropriate corrective action when necessary. 

Process invoices for document control. Convey administrative policies and procedures to FDOT employees and the general public via telephone, electronic and regular mail, and in person. Performs required typing, routine correspondence to inquiries, and monitoring ingoing/ outgoing correspondence and emails.

Acts as receptionist, answers telephone, directs incoming calls and relays messages. This includes being a backup receptionist for the Support Services Office. This includes telephone inquiries for the public, receiving requests for maintenance and custodial services for the Burns Building occupants and forwarding these calls to the appropriate section.

KNOWLEDGE, SKILLS, AND ABILITIES:  Knowledge, skills and abilities, including utilization of equipment, required for the position. Knowledge of a personal computer. Ability to communicate effectively, orally, and in writing. Ability to organize data into logical format for presentation in reports, documents and other written materials. Ability to understand and apply applicable rules, regulations, policies and procedures relating to records management activities. Ability to work independently to accomplish work assignments. Ability to organize and coordinate work activity. Ability to lift (50) fifty pounds. Ability to work as a team player and maintain effective working relationships. Ability to organize and maintain an accurate filing system. Ability to work effectively with internal and external customers. Skilled in data entry.

MINIMUM QUALIFICATIONS:  A bachelor's degree from a college or university and one year of professional experience in systems analysis, management analysis, program planning, program research, program evaluation, engineering or administrative work. Ability to lift (50) pounds. A master's degree from a college or university can substitute for the required experience. Professional or nonprofessional experience as described above can substitute on a year-for-year basis for the required college education.

As a CANDIDATE, you may be required to provide documentation (i.e. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, college transcripts, ETC.) to verify meeting Minimum Qualifications.

THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES THE SERVICE VETERANS AND THEIR FAMILY MEMBERS HAVE GIVEN TO OUR COUNTRY AND SUPPORTS THE HIRING OF RETURNING SERVICE MEMBERS AND MILITARY SPOUSES.  If you are a preference-eligible applicant who receives notice of a hiring decision and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, you may file a written complaint within 60 calendar days from the date you receive the notice, requesting an investigation to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Boulevard, Room 214, St. Petersburg, Florida 33708.

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.