SENIOR CLERK - 55013976

State of Florida•Tallahassee, FL

3d•$39,861 - $51,585•Onsite

About The Position

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

Requirements

Knowledge of Section 119, Florida Statutes (FL Public Records law)
Knowledge of The People First Human Resources Management & Performance and Talent Management Systems, and FLAIR Direct.
Knowledge of Power PDF, Adobe or similar software systems.
Skills in Organizing records alphabetically and numerically.
Skilled in auditing final work product for accuracy.
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.
Must pass a level 2 background check.
Must provide Social Security Number.
Male applicants born on or after October 1, 1962, must be registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
Must notify the agency hiring authority and/or People First Service Center in advance for reasonable accommodation.

Responsibilities

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.