RECORDS SPECIALIST - 43000857

My Florida Families; Tallahassee (FL); On-site; USD 35,000 - 37,000; Full time

Job summary

Florida Department of Financial Services in Tallahassee seeks a Records Specialist to manage incoming mail, scan documents into the insurance management system, and pre-index records for processing. The role emphasizes accuracy, organization, and timely reporting.

The position requires a high school diploma, basic MS Office skills, and ability to lift 25 pounds, with a Monday–Friday 8:00 AM–5:00 PM schedule. Salary ranges from $34,760 to $37,050 per year.

Qualifications

• High school diploma or its equivalent.
• Six (6) months of experience with Microsoft Office Word, Excel, and Outlook.
• Ability to lift 25 pounds.

Responsibilities

• Receives incoming mail and processes daily.
• Scans documents into the division’s insurance management system.
• Pre-indexes scanned documents into proper queues for processing.
• Records receipt of all incoming checks in logs and delivers by 4:00 pm daily.
• Assists with preparing paper files for scanning and digitization.
• Performs other related work as required.

Skills

Communication principles

Data presentation

Data collection/recording

Problem-solving

Report preparation

Timely decision-making

Policies & procedures

Planning & organizing

Effective communication

Interpersonal relationships

Education

High school diploma

Post-secondary degree

Professional administrative certification

Tools

Microsoft Office (Word)

Microsoft Excel

Microsoft Outlook

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:885244

Working Title: RECORDS SPECIALIST - 43000857

**OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY**

CLASS TITLE: RECORD SPECIALIST

DIVISION: RISK MANAGEMENT

BUREAU: RISK FINANCING & LOSS PREVENTION

CITY: TALLAHASSEE

COUNTY: LEON

Requirements:

• High School diploma or its equivalent.
• Six (6) months of experience with Microsoft Office Word, Excel, and Outlook.
• Ability to lift 25 pounds.

Preferences:

• Experience performing document indexing.
• Experience in performing the scanning and/or digitizing of documents.
• Post-secondary degree from an accredited college or university.
• Professional administrative certification.

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

• 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 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 communicate effectively.
• Ability to establish and maintain effective working relationships with others.

SPECIAL NOTES:

This position is located in our Tallahassee, FL office. The work hours are from 8:00 AM to 5:00 PM, Monday-Friday.

The annual salary range for this position is $34,760.00 - $37,050.00.

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.

BRIEF DESCRIPTION OF DUTIES:

Receives incoming mail from DFS’s mailroom and processes daily. Processing includes identifying and examining damaged mail documents and accurately sorting and preparing documents for scanning into the Division’s insurance management system.

Scans incoming mail and documents produced by bureau staff daily into the Division’s insurance management system. Documents are properly sorted onto shelves and prepared for the scanning process. Replenishes bar code sheets, boxes scanned records and store them daily.

Pre-indexes scanned documents into the proper document queues to be processed by adjusting staff.

Accurately records the receipt of all incoming checks in the check logs created by the Trust Fund Management Section. Maintains the log by fiscal year. Deliver all checks to the Trust Fund Management Section daily by 4:00 pm.

Assists with preparing existing paper files for scanning. Preparation includes removing duplicates, removing staples and paperclips, removing creases or wrinkles in paper, copying odd-sized documents, etc. Scan existing paper files into the Division’s insurance management 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.

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.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.