RECORDS SPECIALIST - 43000806

Requisition No: 824428 

Agency: Financial Services

Working Title: RECORDS SPECIALIST - 43000806

 Pay Plan: Career Service

Position Number: 43000806 

Salary:  $35,000.04 

Posting Closing Date: 05/23/2024 

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*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

DIVISION: RISK MANAGEMENT

BUREAU: RISK FINANCING & LOSS PREVENTION

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

A high school diploma or its equivalent is required.

An associate degree from an accredited college or university is preferred. 

Additional requirements:

• Three (3) or more years of clerical experience (An associate degree from an accredited college can substitute for two (2) years of the required clerical experience).
• Two (2) years of experience using Microsoft Word, Excel, and Outlook.

Additional preferences:

• At least two (2) years of clerical experience in records management, office management, public library, or administrative experience.
• Ability to coordinate meetings and conferences.
• Professional administrative certifications.

This position will be filled at the annual salary of $35,000.04.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

This position requires a security background check, including fingerprint as a condition of employment.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of the principles and techniques of records management.
• Knowledge of administrative principles and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods for organizing and presenting data.
• Ability to collect, record and analyze data relating to records or operational procedures.
• Ability to utilize problem-solving techniques.
• Ability to prepare reports.
• Ability to direct the organization and maintenance of records.
• Ability to make decisions in a timely manner.
• Ability to understand and apply applicable state statutes, rules, regulations, policies, and procedures.
• Ability to plan, organize, and ensure proper completion of work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to use Microsoft Word, Excel, and Outlook.

BRIEF DESCRIPTION OF DUTIES:

• Coordinates and maintains Loss Prevention Section files and records, including forms, correspondence, reports, mail, and other documents as required.
• Maintains and updates Loss Prevention Section contact lists and email distribution lists.
• Provides administrative support for Loss Prevention Section functions, meetings, conferences, and other activities; completes records of meeting minutes.
• Prepares, copies, scans, and distributes routine correspondence, handouts, reports, and other section materials.
• Assists in the preparation of the Loss Prevention Section monthly report.
• Processes Loss Prevention Section travel documentation.
• Responds to telephone and email inquiries in a courteous and expedient manner; answers routine questions relative to the Loss Prevention Section’s responsibilities.
• Maintains workflow and prioritizes assignments in a timely manner; follows up on work in progress to ensure timely completion.
• Communicates and maintains professional relationships with internal and external personnel.
• Performs special assignments and other duties 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.

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.