Records Technician Jobs

About The Position

Requirements

• High school diploma or equivalent; two years of experience in a related field may substitute for the diploma or equivalency.
• Knowledge of office procedures and practices.
• Knowledge of records and files management.
• Ability to read, understand, and apply applicable rules, regulations, policies, and procedures.
• Ability to use correct spelling, grammar, and punctuation.
• Ability to plan, organize, and coordinate work assignments.
• Ability to use office equipment, Microsoft software applications, and databases.
• Ability to listen to and understand the needs of internal and external customers.
• Ability to follow oral and written instructions.
• Ability to establish and maintain effective working relationships.
• Ability to collect information or data and review it for accuracy and completeness.
• Ability to communicate effectively orally and in writing.
• Must be a U.S. citizen or lawfully authorized alien worker; visa sponsorship is unavailable.

Responsibilities

• Store construction and/or maintenance project documents in the Electronic Document Management System (EDMS).
• Perform daily document attribution and quality assurance/quality control to publish or archive documents identified by the Unpublished Document Report submitted by central office.
• Retrieve hard-copy or EDMS documents when requested by proper authority.
• Type correspondence and organize and maintain filing systems, including records filing, retention, off-site storage, destruction, public records requests, and property inventory tracking.
• Provide front desk receptionist coverage and other administrative support tasks as identified by the Office Operations Manager.
• Direct and coordinate access, reference, retrieval, and disposal of records maintained in a central storage facility.
• Review and approve or disapprove records disposition requests to purge records according to retention requirements approved by the Department of State.
• Maintain continuous control of the official copy of completed records disposition requests for the office.
• Recommend methods and procedures for transferring or disposing of records.
• Establish and maintain a computerized program to track records stored in a central storage facility.
• Develop and maintain electronic information and reports, including copier usage readings, phone lists, employee on-call reports, and desk reference materials.
• Track records management and property inventory using applicable management systems and ensure compliance with department procedures.
• Assist with emergency operation recovery efforts.
• Serve as Training Coordinator by gathering, organizing, inputting, and distributing staff training information.
• Assist leadership with developing the staff annual training plan; maintain plan folders and update staff training information on time.
• Update and distribute tracking tools used to monitor mandatory and position-required training.
• Review and distribute mail.
• Coordinate, schedule, and set up conferences and meetings for the office or section.
• Use software applications, databases, and office equipment to complete assigned tasks.
• Work beyond the established schedule at night and/or statewide, including weekends, when requested by appropriate authority during emergencies or disaster recovery.

Benefits

• Health insurance, over 90% employer paid
• $25,000 life insurance policy, 100% employer paid
• Dental, vision, and supplemental insurance
• State of Florida retirement package
• 10 paid holidays a year
• Generous vacation and sick leave
• Career advancement opportunities
• Tuition waiver for public college courses
• A variety of training opportunities
• Employee Assistance Program (EAP)