DOCUMENT SPECIALIST - 43000856

Requisition No: 874776

Agency: Financial Services

Working Title: DOCUMENT SPECIALIST - 43000856

Pay Plan: Career Service

Position Number: 43000856

Salary: $38,264.04

Posting Closing Date: 05/05/2026

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*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

CLASS TITLE: DOCUMENT SPECIALIST

DIVISION: AGENT & AGENCY SERVICES

BUREAU: LICENSING

CITY: TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

Requirements:

• High school diploma or equivalent.
• Microsoft Office experience.

Preferences:

• Some post-secondary education.
• Experience in maintaining records, compiling, and analyzing data

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the methods of data collection and analysis.
• Knowledge of basic management principles and practices.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of operational and management practices.
• Ability to organize data into logical format for presentation in reports, documents and other written materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others

This position requires a security background check, including fingerprint as a condition of employment.

Employment starts at $38,264.04.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

BRIEF DESCRIPTION OF DUTIES:

Reviews, analyzes, catalogs and indexes documents to the licensee’ record that are used in determining eligibility of the licensees’ application qualifications for licensing and appointments that include such factors and documents as an applicant’s fingerprints and demographic information, work authorization/citizenship, residency, pre-licensing education, designations, bonds required for licensure, and verifications of employment/experience, documents from other states’ Department of Insurance and other supporting documentation that is submitted through the MyProfile portal, Email, Mail, fax or hand delivered.

Reviews fingerprint result submissions from the FDLE and FBI to determine if there is sufficient information or if additional processing is required by the fingerprint vendor or FBI in order to obtain a complete record to investigate the relevant eligibility of the pending applications. Works with approved local fingerprint vendor in obtaining fingerprint cards, filing cards, and in handling problems and issues that arise from the two fingerprinting processes: live scan and fingerprint cards.

Reviews and analyzes notifications sent to the Records Unit by the NAIC via the NIPR email folder. Forward investigation-related documents and notifications to the Bureau of Investigations, and catalogs and indexes all documents to the proper licensee’s record.

Files and indexes final orders, declaratory statements, paper applications and other related documents associated with licensees’ files which are verified for quality and accuracy and prepared for storage for the Bureau’s digital imaging system.

Oversees, manages, and processes the daily mail to the Bureau of Licensing, distributing those documents received to be reviewed, analyzed, cataloged and indexed to the appropriate licensee or applicant file.

Assists licensees and applicants on the Agent Licensing Helpline with phone calls concerning fingerprints, bonds and other inquiries relating to obtaining and maintaining an insurance license.

Reviews and evaluates Non-Regulatory Applications, those without criminal history, administrative actions, civil actions, FINRA actions or actions taken against other issued license types (i.e. Nursing License, Teaching Certification, CPA Certification, etc.) to determine eligibility for licensure in accordance with well-established and accepted practices as defined by Florida Statutes, rules, department policies, and procedures.

Manages the collection, disposal and destruction of documentation records according to record retention guidelines, working with the local vendor, and maintaining sufficient records of document destruction and retention schedules.

Reviews and processes Bail Bond Agent appointment forms.

Prepares supporting documents as required for legal processing of all files with criminal history records, to ensure appropriate enforcement activities are investigated appropriately.

Performs related work as required.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.