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 or Paralegal knowledge advantageous
SCOPE of WORK
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filings such as Advanced Directives, Guardianship Nominations, Guardianship of Minors, Deceased Registrants, Revoked or Withdrawn and outstanding applications waiting to be processed 162 for November 2025 and 174 for December 2025.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 ~ 34,190)
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 \\ccfs\\lwlb$ 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)
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
Scan, separate and organize Advanced Directives by the 5 types (Durable Power of Attorney for Healthcare Decisions, Do not Resuscitate, Living Will, Physician Order for Life‑Sustaining Treatment, Advance Directive for Psychiatric Care) in the registrant's profile to improve retrieval for Approved Authorized Entities.
Documents uploaded should meet NV SOS Digital Archiving & Retention Standards, specifically Nevada Lockbox: Advance Directive Registry – retain for three 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.
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.
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.
Proposed Contractor Workflow for Back‑Scanning and Processing the Backlog
Retrieve the digitized Advanced Directives (labeled with first three letters of last name and DOB format such as oli100593 for Oliva, October 5th 1993. Any changes will contain a C with the number of the change behind the C)
Search for the registrant in the system (search by DOB first then by last name)
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 the correct sequencing, e.g., oli100593c1 for first change, c2 for second change, etc.)
Upload the PDF for Advanced Directive and add/modify the registrant
Move the PDF for Advanced Directive to the Intake Log transfer at month end
Pull a report for the active registrants that have an Advanced Directive
Search for the registrant in the system (search by DOB first then by last name)
Pull the most recent Advanced Directive from the Document History table
Organize the Advanced Directive into the correct category type
Re‑scan the Advanced Directive into the registrants record for the category “Advanced Directive”
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 or Paralegal knowledge advantageous
#J-18808-Ljbffr
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 or Paralegal knowledge advantageous
SCOPE of WORK
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 ~ 34,190)
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 \\ccfs\\lwlb$ 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)
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
Scan, separate and organize Advanced Directives by the 5 types (Durable Power of Attorney for Healthcare Decisions, Do not Resuscitate, Living Will, Physician Order for Life‑Sustaining Treatment, Advance Directive for Psychiatric Care) in the registrant's profile to improve retrieval for Approved Authorized Entities.
Documents uploaded should meet NV SOS Digital Archiving & Retention Standards, specifically Nevada Lockbox: Advance Directive Registry – retain for three 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.
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.
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.
Proposed Contractor Workflow for Back‑Scanning and Processing the Backlog
Retrieve the digitized Advanced Directives (labeled with first three letters of last name and DOB format such as oli100593 for Oliva, October 5th 1993. Any changes will contain a C with the number of the change behind the C)
Search for the registrant in the system (search by DOB first then by last name)
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 the correct sequencing, e.g., oli100593c1 for first change, c2 for second change, etc.)
Upload the PDF for Advanced Directive and add/modify the registrant
Move the PDF for Advanced Directive to the Intake Log transfer at month end
Pull a report for the active registrants that have an Advanced Directive
Search for the registrant in the system (search by DOB first then by last name)
Pull the most recent Advanced Directive from the Document History table
Organize the Advanced Directive into the correct category type
Re‑scan the Advanced Directive into the registrants record for the category “Advanced Directive”
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 or Paralegal knowledge advantageous
#J-18808-Ljbffr