FORMS, PUBLICATIONS & RECORDS MGMT COORD - 60055928

State of Florida • Tallahassee, FL

1d • Hybrid

About The Position

This position serves as the Forms, Publications, and Records Management Coordinator within the Office of Administration, General Services. The position coordinates department-wide forms, publications, operating procedures, document governance, and records management activities while ensuring compliance with Florida law and departmental policy. The incumbent in this position must display exemplary customer service, communication, organizational, and analytical skills and have the ability to perform the following duties:

Coordinate the Department's forms and publications program by maintaining public-facing and internal repositories; reviewing revisions for clarity, consistency, accessibility, formatting, hyperlinks, version control, and compliance with departmental standards; coordinating approvals and publication of updates; and maintaining forms inventories and tracking systems.
Coordinate the review and maintenance of departmental operating procedures, manuals, and guidance documents. Maintain document governance standards through file organization, naming conventions, metadata, cross-references, version control, and scheduled reviews while recommending process improvements.
Support the Department's Records Management Liaison Officer (RMLO) by coordinating records retention, storage, transfers, disposition, inventories, warehouse records activities, and compliance with Chapters 119 and 257, Florida Statutes, Rule 1B-24, F.A.C., and applicable General Records Schedules.
Provide technical assistance regarding forms management, document governance, records management, and operating procedures. Participate in records cleanup, document migration, process improvement initiatives, and perform other related duties as assigned.
Occasional travel to departmental offices and records storage facilities is required.

Requirements

• Bachelor's degree or higher or equivalent work experience.
• Valid Driver License required.
• Knowledge of Florida Public Records Law, records retention requirements, document governance, SharePoint, Microsoft Office, Adobe Acrobat Pro Forms, and administrative policies and procedures.
• Ability to organize and maintain electronic and physical records, review documents for quality and consistency, coordinate projects across multiple program areas, communicate effectively, analyze information, prioritize work, and work independently.

Nice To Haves

• Experience in records management, document governance, forms management, publications management, administrative analysis, or a related field is preferred.

Responsibilities

• Coordinate the Department's forms and publications program by maintaining public-facing and internal repositories; reviewing revisions for clarity, consistency, accessibility, formatting, hyperlinks, version control, and compliance with departmental standards; coordinating approvals and publication of updates; and maintaining forms inventories and tracking systems.
• Coordinate the review and maintenance of departmental operating procedures, manuals, and guidance documents.
• Maintain document governance standards through file organization, naming conventions, metadata, cross-references, version control, and scheduled reviews while recommending process improvements.
• Support the Department's Records Management Liaison Officer (RMLO) by coordinating records retention, storage, transfers, disposition, inventories, warehouse records activities, and compliance with Chapters 119 and 257, Florida Statutes, Rule 1B-24, F.A.C., and applicable General Records Schedules.
• Provide technical assistance regarding forms management, document governance, records management, and operating procedures.
• Participate in records cleanup, document migration, process improvement initiatives, and perform other related duties as assigned.

Benefits

• No state income tax for residents of Florida
• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level