RECORDS SPECIALIST - 43001588

Requisition No: 865758 

Agency: Financial Services

Working Title: RECORDS SPECIALIST - 43001588

 Pay Plan: Career Service

Position Number: 43001588 

Salary:  $34,760.00 

Posting Closing Date: 12/15/2025 

Total Compensation Estimator Tool

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

CLASS TITLE: RECORDS SPECIALIST (NON-SWORN POSITION)

DIVISION: CRIMINAL INVESTIGATIONS DIVISION

BUREAU: SUPPORT SERVICES, PUBLIC RECORDS SECTION

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

The Criminal Investigations Division encompasses all law enforcement and forensic components residing within the Department of Financial Services. This advertisement is for the Bureau of Support Services. This advertisement is for a Records Specialist  position which is a NON-SWORN position.

Click here for additional information about the Department of Financial Services, Criminal Investigations Division.

TO APPLY FOR THIS POSITION, SUBMIT A STATE OF FLORIDA EMPLOYMENT APPLICATION VIA PEOPLE FIRST AND SUBMIT A SUPPLEMENTAL APPLICATION TO THE FOLLOWING EMAIL ADDRESS: cidhiring@myfloridacfo.com             

Click here for Supplemental Application.

QUESTIONS:

Job Line Phone number: (850) 413-4063

This supplemental application MUST be received no later than five (5) business days after the closing date of this advertisement in order to be considered for this position.

THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE OFFICE.

Requirements:

• High School Diploma or its equivalent.

• Proficient in using Microsoft Office Products (Word, Excel, Outlook, etc.)
• VALID Driver’s License from the Florida Department of Safety and Motor Vehicles by time of employment.

Preferences:

• A post-secondary degree from an accredited college or university.

• One (1) year of administrative work experience.
• Proficient in using Adobe Acrobat Pro.
• Special consideration may be given to eligible candidates who have bilingual verbal and written skills that meet a critical need of the agency’s mission.

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

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

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.

Candidate Profile (application) must be completed in its entirety. Please read below:

• Please include the names and phone numbers for the supervisor(s) and/or Human Resource Department for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.

• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. It is unacceptable to use the statement “See Resume”.
• Each field (address, city, and state, dates, phone numbers, etc.) should be completed.
• If claiming Right to Interview, candidate MUST attach a copy of your official layoff letter when applying.
• Upon the selection of the top candidate, a current supervisory reference contact will be required.

Experience and education requirements must be met at the time of application submission to be considered.

WHAT IS THE SELECTION PROCESS?

Selection is a three-to-six-month process where the successful applicants MUST PASS the Physical Abilities Test, Oral Interview and Written Exam, CJSTC background prior to beginning.

If selected for an interview, interview will be conducted in person.

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 employee benefits including:

• State Group Health Insurance Coverage;
• $25,000 Life Insurance Policy (100% paid by employer);
• Dental, vision, and other supplemental insurance options available;
• Annual and Sick Leave benefits;
• 10 paid holidays each year;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the methods for organizing and presenting data and documents
• Knowledge of the methods of data collection
• Knowledge of the principles and techniques of records management
• Knowledge of administrative principles and practices
• Knowledge of principles and techniques of effective communication (oral and written)
• Knowledge of problem-solving techniques
• Ability to collect, analyze and record data relating to records or operational procedures
• Ability to utilize problem-solving techniques
• Ability to prepare reports and written correspondence
• Ability to make decisions in a timely manner
• Ability to plan, organize and coordinate work assignments
• Ability to understand and apply applicable rules, regulations, policies, and procedures
• Ability to determine work priorities, assign work, and ensure proper completion and work assignments
• Ability to communicate effectively
• Ability to ability to work independently
• Ability to establish and maintain effective working relationship with others
• Ability to work in Microsoft Office products such as Word, Excel, and Outlook
• Ability to ability to conduct meetings and to make presentations

OTHER KSAs (Incumbent may learn on job):

• Knowledge of support staff procedures within a law enforcement agency, law firm, or government investigative agency
• Ability to interpret Florida Statutes and other applicable laws as they relate to public records and law enforcement mandatory training and certification

BRIEF DESCRIPTION OF DUTIES:

Incumbent of position is a member of DFS’ Disaster Response Team and, in that capacity, may be required on short notice to perform duties and necessary attendant travel in support of disaster relief efforts.

*Receives, processes, tracks, and prepares documents/records in accordance with public record 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 record requests and subpoenas as required.

*Works independently to gather and review 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.

*Monitors the Division’s Computerized Reporting system (ACISS) for status of the investigative report to process public records release and subpoenas. Updates the Department’s computer tracking system (FOIA) 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 to interpret how they may affect the Division’s handling of public records requests. Assists with special projects within the Office of the Director.

*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.

*Maintains Death Penalty case files and documents to ensure compliance with state law. Coordinates sealed and expungement orders for the Division to ensure compliance with state law and maintains the orders as required.

*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.

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.