Requisition No: 797774

Agency: Department of Transportation

Working Title: RECORDS TECHNICIAN - 55007266

Position Number: 55007266

Salary: $31,661.41 - $40,973.58

Posting Closing Date: 03/24/2023

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

410 / District Maintenance

OPEN COMPETITIVE

CAREER SERVICE

CONTACT PERSON: Brigett Williams

CONTACT PHONE NUMBER: 954-777-4207

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 the Electronic Document Management System (EDMS) storage of construction and/or maintenance projects. Perform the daily attribution and Quality Assurance/Quality Control (QA/QC) function in order to publish/archive documents identified by the Unpublished Document Report submitted by central office. Retrieves documents, either hard copy or EDMS, as requested by proper authority.

Type correspondence, organize and maintain filing systems to include: Records filing, retention and off-site storage, destruction, Public Records requests and Property Inventory Tracking via various management systems to ensure compliance with department procedures. Develops and maintains various electronic information/reports to include copier usage readings, phone lists, employee on-call reports, desk reference materials and other products.

Direct and coordinate the accessing, reference, retrieval and disposal of records maintained in a central storage facility. Review and approve/disapprove records disposition requests to purge records based upon retention requirement approved by the Department of State. Maintain continuous control of the official copy of all completed records disposition requests for the office. Recommends methods and procedures for the transfer or disposal of records. Establishes and maintains a computerized program for tracking all records stored in a central storage facility. Records Management and Property Inventory Tracking via various management systems, i.e. Records Retention and Destruction; to ensure compliance with department procedures.

Prepare personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations. Works with management and staff to prepare, and research as necessary, personnel paperwork in accordance with department requirements. Keeps up-to-date on the latest Human Resources procedures and policies. Disseminates information via various methods i.e., e-mail, flyers, posters, one-on-one briefs or in group settings. Coordinates with the District Human Resource (HR) office to assist employees with general human resource issues, Family Medical Leave Act, Worker's Compensation, People First System and job opportunities. Performs administrative support duties and responsibilities assisting the staff. Creates memorandums, letters, spreadsheets, reports, presentations, and schedules consistent with approved formats as needed by staff.

Perform front desk receptionist coverage or any other area to promote and enhance the production level of administration overall; including communication/switchboard, security, customer service, information dissemination, administrative reports and other administrative support tasks as identified by the Supervisor. Reviews and distributes mail. Coordinates, schedules and sets up conferences and meetings for the Office/Section. Uses a variety of software applications, databases, and office equipment to accomplish assigned tasks.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of office procedures and practices; Knowledge of records and files management; Skill in reading, understanding and applying applicable rules, regulations, policies and procedures; Skill in using correct spelling, grammar and punctuation; Skill in planning, organizing and coordinating work assignments; Skill in the use of office equipment, Microsoft software applications, and databases; Skill in listening to and understanding the needs of both internal and external customers; Ability to follow oral and written instructions; Ability to establish and maintain effective working relationships with others; Ability to collect information/data and review for accuracy and completeness; Ability to communicate effectively orally and in writing.

OTHER JOB RELATED REQUIREMENTS: On an as needed basis may be required during periods of emergency and/or disaster recovery upon request by appropriate authority, to work beyond established work schedule at night and/or state-wide, including weekends; or respond for the welfare of the public under declared emergency conditions; overnight travel may be required for statewide meetings, training, conferences, or seminars.

MINIMUM QUALIFICATIONS: High School Diploma or Certificate of High School Equivalency.

AS A CANDIDATE, YOU MAY BE REQUIRED TO PROVIDE DOCUMENTATION (I.E. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, COLLEGE TRANSCRIPTS, ETC.) TO VERIFY MEETING THESE MINIMUM QUALIFICATIONS.

A Competitive Area Differential (CAD) additive in the amount of $1,268.80 will be added to the annual salary.

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.