DEPARTMENT OF MANAGEMENT SERVICES
For Reference Only
CLASS CODE: 0425
PAY GRADE: 014
CLASS TITLE: DOCUMENT SPECIALIST
ALLOCATION FACTOR(S)
This is professional work requiring independent judgement examining various business entity and
financial filings for legal compliance, and processing, evaluating and determining applicant eligibility for
examination, registration or licensure in the Department of State.
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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Examines for compliance with statutory and case law various business entity and financial
filings, such as domestic and foreign (for profit and not for profit) corporate charter documents,
limited partnership agreements, professional association charters, voluntary dissolutions and
withdrawals, corporate amendments, and registered agent registrations.
Examines initial and renewal applications and associated documents to determine eligibility for
examination, registration or licensure in accordance with Florida Statutes and Florida
Administrative Code.
Computes and verifies that the proper filing fees have been paid; identifies defects or
deficiencies within applications and associated documentation, filings and financial statements;
determines if those defects or deficiencies require denial/rejection of the application/filing or if
corrections can be achieved through supplemental submissions.
Communicates extensively with applicants, licensees, attorneys, law enforcement personnel
and Clerks of Court regarding statutory requirements relative to registration, amendments
examination, or licensure.
Evaluates qualifications and licensure criteria in accordance with law and rules; obtains
supplementary information as needed from colleges/universities, educational training
institutions or previous employers.
Evaluates criminal history information from the Florida Department of Law Enforcement, the
Federal Bureau of Investigation, state and national law enforcement authorities and Clerks of
Court to assure the applicant has no criminal record which, by law, precludes licensure or
registration; obtains further disposition information relative to an applicant's criminal history.
0425-DOCUMENT SPECIALIST-CS
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Independently approves issuance of licenses or registrations or recommends denial of an
application.
Maintains records and statistics of filings/applications received, approved or rejected utilizing a
complex interactive computer data base.
Appears in court to testify as to sufficiency of a filing, the filings of record, or the method
employed in determining the sufficiency of filing.
Recommends action to improve procedures.
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 Florida Statutes and rules governing licensure, registration and regulation.
Knowledge of legal terminology.
Knowledge of the principles and techniques of effective communication.
Knowledge of various business filings and related documents.
Knowledge of educational programs.
Ability to understand and apply interrelated Florida Statutes, complex rules, regulations,
policies and procedures.
Ability to compose specialized correspondence.
Ability to review business entity filings, corporate charter documents and other similar
documents for compliance with statutory and case law.
Ability to understand and apply technical rules, regulations, policies and procedures.
Ability to evaluate applications and associated documents and Criminal History information to
assure compliance with Florida Statutes and Florida Administrative Code.
Ability to compile, organize and analyze data.
Ability to provide consultative assistance to others.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to utilize problem-solving techniques.
Ability to evaluate and analyze case law, data and information relative to corporate and
financial filings.
Ability to establish and maintain effective working relationships with others.
MINIMUM QUALIFICATIONS
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A bachelor's degree from an accredited college or university; or four years of secretarial or
clerical work experience, two of which must have been at the senior clerk level or above.
College education from an accredited institution may substitute at the rate of 30 semester
hours for each year of required work experience.
Paralegal certification may substitute for one year of required work experience.
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Vocational/technical training in the area of secretarial science or office/business studies can
substitute at the rate of 720 classroom hours per year for up to two years of required work
experience.
EFFECTIVE:
6/3/1994
HISTORY:
03/01/1993
04/02/1991