SENIOR CLERK - 55013976

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

927 / Human Resources

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Brent Shore

CONTACT PHONE NUMBER: (850) 414-5312

CONTACT EMAIL ADDRESS: Brent.Shore@dot.state.fl.us

HIRING SALARY RANGE: $1,533.11 - $1,984.03 /biweekly range / $39,860.89 - $51,584.68 /annual range

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.

Our Mission

The mission of the Florida Department of Transportation is to provide a safe statewide transportation system that promotes the efficient movement of people and goods, supports the state’s economic competitiveness, prioritizes Florida’s environment and natural resources, and preserves the quality of life and connectedness of the state’s communities.

Our Vision

As a OneFDOT team, we serve the people of Florida by providing a transportation network that is well planned, supports economic growth, and has the goal of being congestion and fatality free.

The Work You Will Do:

HR Senior Clerk, Assistant Secretary for Finance and Administration/Office of Administration/Human Resources

This position will be responsible for Personnel Records related to FDOT’s workforce.

The Difference You Will Make:

Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. 

How You Will Grow:

FDOT encourages our team members to grow through engagement, empowerment, training, and professional development.  Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses. 

Where You Will Work:

Human Resources, 605 Suwannee Street, Tallahassee, Florida

Anticipated Annual Salary:

$46,895.16

Your Specific Responsibilities:

This position is responsible for the day to day operation and maintenance of the Human Resource Office's (HRO) official personnel records. This position works both independently and collaboratively in a team environment maintaining active and separated confidential personnel and medical records stored in electronic or paper formats located in a large secured storage environment.

Maintains the official confidential Human Resource personnel records for active and separated employees Department-wide.  Ensures the confidentiality of employee information in accordance with statutes, rules, policies, procedures, and guidelines.  Creates and establishes electronic and paper files for new employees. Accurately scans and files digitized employee documents into an electronic document management system.  Conducts audits of active and separated employee electronic records for content, incorrectly filed documents, and organizes them appropriately. Accurately files backup paper documents daily.  Accurately archives separated employee records for quick location and retrieval.  Follows established guidelines, policies, and procedures to purge separated employee records only after applicable retention periods are met.  Digitizes and accurately uploads historical paper personnel records into the long term storage electronic document management system.  Accurately maintains the historical Terminated Employee Database. 

Responds to assigned requests for public records in an accurate and timely manner. Receives and submits requests made from internal and external requestors in accordance with statutes, rules, policies, procedures, and guidelines.  Locates, organizes, digitizes, and accurately redacts confidential employee information from electronic records using Nuance Power PDF Advanced software. 

Responds to requests made by internal and external requestors to review employee personnel records in an accurate and timely manner. Retrieves electronic records, redacts confidential employee information, and monitors authorized reviews in accordance with policies, procedures, and guidelines.

Responds to written and telephonic requests for employment verifications made by internal and external requestors.

Answers HRO main telephone line.  Personally responds to requests for information or transfers calls to the correct subject matter expert for issues outside the Senior Clerk’s scope of responsibility or area of expertise.

Participates in process improvement activities in support of the Department’s mission and initiatives.

The Successful Candidate will have the following required Knowledge, Skills, and Abilities:

Knowledge of:

• Knowledge of Section 119, Florida Statutes (FL Public Records law).
• The People First Human Resources Management & Performance and Talent Management Systems, and FLAIR Direct.
• Knowledge of Nuance Power PDF (Kofax).

Skills in:

• Skilled in organizing records alphabetically and numerically. 
• Skilled in auditing final work product for accuracy.

Ability to:

• Ability to accurately complete requests for public records, verifications of employment, and requests to view employee personnel records.
• Ability to redact, maintain, and protect confidential employee information contained in personnel records.  
• Ability to use electronic document management systems;
• Ability to respond to telephone calls in a courteous and professional manner.
• Ability to work independently and as a member of a team in a collaborative environment.
• Ability to work in a large records storage environment moving or shifting paper records weighing up to 10 lbs. while repetitively reaching, squatting, or bending.

Other job-related requirements for this position:
This position requires the incumbent to pass a level 1 background check.

SPECIAL REQUIREMENTS: You will 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 THE SERVICE VETERANS AND THEIR FAMILY MEMBERS HAVE GIVEN TO OUR COUNTRY AND SUPPORTS THE

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 at (850) 414-5300 for assistance.