Registry Processing Specialist

Position: Registry Processing Specialist

Duration: 4 months

Location: Las Vegas NV (Onsite from day 1)

Interview Mode: In person in Las Vegas

Special Requirement:

Potential for 5-10 hrs of overtime only if necessary. Potential for extension beyond listed fiscal projected end date.

Top 3 skills must have

• Bilingual
• Indexing knowledge
• Knowledge of processing backlogs

Experience and Skills Preferred:- Legal Secretary of Paralegal knowledge advantageous

Job Description:

SCOPE of WORK

1. Current State (Workflow)

• Lockbox paper backlog is no more than 20 documents at a time. Documents are digitized by staff and interns
• Lockbox maintains a folder in the Shared Network Drive containing completed Lockbox filings such as Advanced Directives Guardianship Nominations Guardianship of Minors Deceased Registrants Revoked or Withdrawn and outstanding applications waiting to be processed 162 for November 2025 and 174 for December 2025. December applications are still being submitted (Registrants with Advanced Directives 34190)
• Registrants may include the following documents: Advanced Directives (5 types) Guardianship Nominations Advanced Locator Forms Guardianship of Minors
• Advanced Directives are organized Monthly in the ccfslwlb$ Folder by first three letters of last name and Date of Birth. When Advanced Directives are completed the PDF is moved to the folder Intake Log transfer at month end. When the end of the month comes Marlenne transfers them to the Archives PDFs
• Documents are digitized in the Lockbox Application; however they are lumped together with no separation. (e.g. Registrant submits a living will and a Do Not Resuscitate Order)

2. Future-State Goal: Clearing Backlog and Indexing all Advanced Directives

Lockbox aims to eliminate the current backlog and ensure that all new and previously digitized Advanced Directives for active registrants are fully indexed.

Key capabilities needed

Indexing functionality that allows staff (or contractors) to:

Scan/separate/Organize Advanced Directives by the 5 types (e.g. Durable Power of Attorney for Healthcare Decisions Do not Resuscitate (DNR) Order Living Will Physician Order for Life-Sustaining Treatment (POLST) Advance Directive for Psychiatric Care) in the registrants profile. This significantly improves retrieval for Approved Authorized Entities.

Documents uploaded should meet NV SOS Digital Archiving & Retention Standards specifically:

Nevada Lockbox: Advance Directive Registry - Retain for three (3) calendar years from the end of the calendar year in which the revocation notification of death or discontinuation of the program is dated.

Secure storage aligned with agency retention rules.

Privacy / Security Considerations

Background checks contain sensitive criminal history and must only be visible to appropriately trained staff. Contractors may require restricted access roles.

Scanning workflow must not expose full Social Security numbers. The current system stores only last four digits.

3. Proposed Contractor Workflow for Back-Scanning and Processing the Backlog

The contractor would:

Processing Backlog Retrieve the Digitized Advanced Directives (labeled with First three letters of last name and DOB format e.g. oli100593 for Oliva October 5th 1993. Any changes will contain a C with the number of the change behind the C)

Processing Backlog Search for the Registrant in the System (Search by DOB first then by Last Name)

Processing Backlog Add Registrant Data or Modify Depending if a change was submitted (if multiple changes have been done the file will need to be re-named to be the correct sequencing (e.g. oli100593c1 for 1st Change c2 for 2nd Change etc.)

Processing Backlog Upload the PDF for Advanced Directive and Add/Modify the Registrant

Processing Backlog Move the PDF for Advanced Directive to the Intake Log transfer at month end

Indexing Pull a report for the Active Registrants that have an Advanced Directive

Indexing - Search for the Registrant in the System (Search by DOB first then by Last Name)

Indexing Pull the most recent Advanced Directive from the Document History table

Indexing Organize the Advanced Directive into the correct category type

Indexing Re-scan the Advanced Directive into the Registrants record for the category Advanced Directive

Advanced Directive Workflow

Advanced Directives Adding Registrants

Validation safeguards are needed to prevent mis-filing due to similar names or human error during high-volume scanning.

4. Additional Requirements & Considerations

Secretary of State generated applications should remain attached to the Advanced Directives and should not be removed when indexing

Contractors should not process any files related to Guardianship of Minors

Contractors should not process any files related to Guardianship Nominations

Contractors should only index documents from the Lockbox application and should not pull files from the Shared Network Drive

Legal Secretary of Paralegal knowledge advantageous