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RECORDS SPECIALIST - 43001698

Date: Mar 26, 2021

Location: TALLAHASSEE, FL, US, 32303

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Requisition No: 335301 

Agency: Financial Services

Working Title: RECORDS SPECIALIST - 43001698

Position Number: 43001698 

Salary:  $25,479.24 

Posting Closing Date: 04/24/2021 

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

DIVISION: Investigative and Forensic Services

BUREAU: Operational Support Services - Special Operations

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

Preference will be given to applicants with:

  • Three (3) or more years of clerical work experience
  • Three (3) or more years of experience using Microsoft Word, Excel, Outlook
  • Three (3) or more years of Adobe experience
  • Experience working in a law enforcement agency or a governmental investigative agency
  • Public information requests experience

The base annual salary for this position is $25,479.24

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.

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 communicate effectively.                                                                                                                                                                                  
  • 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

OTHER KSAs:

  • 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:

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.

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.  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. 


Nearest Major Market: Tallahassee