DEPARTMENT OF MANAGEMENT SERVICES
For Reference Only
CLASS CODE: 0045
PAY GRADE: 013
CLASS TITLE: RECORDS TECHNICIAN
ALLOCATION FACTOR(S)
This is routine technical work in the operation of records management improvement and control
programs or the review and analysis of operational procedures; or screening applications for teacher
certification and issuing temporary certificates based on Florida state approved programs, substitute
certificates and extending certificates based on completion of an inservice program; editing,
registering, certifying or microfilming of birth, death, fetal death, marriage and divorce records;
assisting in the coding of multiple causes of death; acting as chief deputy registrar for vital statistics
program in a small Department of Health county public health unit; or acting as deputy registrar in a
large Department of Health county public health unit.
EXAMPLES OF WORK PERFORMED:
(Note: The examples of work as listed in this class specification are not necessarily descriptive of any
one position in the class. The omission of specific statements does not preclude management from
assigning specific duties not listed herein if such duties are a logical assignment to the position.
Examples of work performed are not to be used for allocation purposes.)
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Reviews requests submitted by agencies for records retention schedules to determine the
validity of the request and the logic of the presentation.
Maintains a continuous control of retention schedules received from agencies and the status of
clearance with appropriate agencies.
Assists agencies in the screening and selecting of records for retirement or disposal.
Provides orientation and training sessions using prepared slide and script presentations to
assure that procedures are understood and followed.
Reviews retention schedules submitted by local government agencies for bureau approval.
Assists in the survey of pertinent records of selected agencies including collecting and assisting
in the analysis of the data.
Reviews varied phases of organizational structures, procedures, work coordination, work flow,
forms and records control.
Meets with administrative and technical personnel to discuss problems involved in their
procedures and operations.
0045-RECORDS TECHNICIAN-CS
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Recommends methods and procedures for the establishment, inventory, transfer or disposal of
records, including data processing applications.
Develops and prepares bulletins and manuals of instructions for new procedures.
Reviews drafts of new and revised forms and makes recommendations for their use or
rejection.
Reviews teacher certification applications for completeness and advises applicants of additional
information required.
Determines accreditation status of each institution listed on the application.
Determines if an applicant completed a Florida state approved Teacher Education program and
the appropriate area of certification.
Requisitions the issuance of specific types of certificates.
Receives and reviews birth, death and fetal death certificates for completeness and accuracy
submission within required time frames and registers same.
Determines applicant eligibility for records and issues certified copies of birth and death
certificates and birth cards.
Assists in coding and enters multiple causes of death for health planning and research.
Supervises, trains and provides technical assistance to local sub-registrars, funeral directors,
hospital records librarians, physicians and attorneys.
Performs related work as required.
KNOWLEDGE, SKILLS AND ABILITIES:
(Note: The knowledge, skills and abilities (KSA's) identified in this class specification represent those
needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable
for individual positions in the employing agency.)
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Knowledge of the principles and techniques of effective communication.
Knowledge of the methods for organizing and presenting data.
Ability to conduct meetings and to make presentations.
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.
MINIMUM QUALIFICATIONS
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A high school diploma or its equivalent and three years of clerical experience.
College education from an accredited institution can substitute at the rate of 30 semester or 45
quarter hours for each year of the required experience.
EFFECTIVE:
6/1/1999
HISTORY:
07/10/1990
10/18/1985