RECORDS SPECIALIST

Requisition No: 485064

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64002286

Position Number: 64002286

Salary: $30,000.00-$31,000.00

Posting Closing Date: 10/18/2021

REQUIREMENTS

Must have experience maintaining and preparing daily cash balance reports. Must have customer service experience. Must have experience working in an office or clerical setting. Incumbent in this position is preferred to be bilingual in English and Spanish.

POSITION DESCRIPTION

This is a highly complex, technical, and responsible administrative work position maintaining birth, death, and fetal death records in a very busy and fast-paced job environment, exercising considerable initiative and independent judgment in caring out assignments and positively interacting with the public using tact and sensitivity and serve as Deputy Registrar under Florida Statute 382 and the direction of the Local registrar and Chief Deputy Registrar.

Review and process Applications for Service (AFS) for death/death certificates from funeral homes, the public, fax, US mail, and via the online ordering system Vital-Chek which verifies identification documents to ensure that the person ordering the vital records is legally authorized to obtain them. Our agency processes the request, prepares the certificate, and ships it directly to the requestor.

Call customers over the counter to provide service and process their requests using the Q-Flow system, a platform that manages the customers’ queue while supports back-office processes. Collect payments in the forms of cash, checks, money orders, cashier’s checks, and credit card transactions. Maintain confidential information, review documents to ensure accuracy, retain supporting documentation submitted such as AFS applications, court orders, home births, voids, and dispose of them as outlined in the chief deputy registrar operations manual and the vital records internal procedures.

Provide general information and refer to the State Office inquiries for adoption/putative father, amendments/corrections, Apostille Information, Delayed Birth, Legal Name Change, and paternity. Communicate by phone, electronically, and in-person with customers clearly in writing, verbally, and handle customer complaints by providing appropriate solutions and alternatives within its limits and follow up to ensure a solution. Process Vital-Chek reports such as Shipping Labels, UPS manifest, batch receipts, generate labels, closeout/end of the day, search, inquiry, and update notes. File supporting documents for mails/fax orders in file cabinets as established in vital records internal procedure. Open mail, revise applications, revise payments, create/fill out mail slips, distribute within clerks for processing, and hand returns to the assigned clerk.

Support the funeral home customers by processing orders for noncontagious, contagious disease, and contagious disease body removal letters.

Account safety paper, process and record fee waivers, replacements, voids, and logs them on the internal control. Verify codes and monitor flagged records such as runaway, abused children, endangered children, not enough funds and fees owed to the state.

Responsible for daily accounting, tracking, and reviewing safety paper and ensuring that voided safety paper is documented accurately. Responsible for the submittal of the safety paper inventory report to the Supervisor at the end of the day.

Perform other tasks as per the office needs.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

Ability to work independently and prioritize work assignments. Ability to handle monetary transactions (receiving cash and making change) Basic knowledge of data entry. Ability to operate equipment, adding machines, computer, printer and scanner. Ability to read, interpret, collect and analyze data relating to records for operational procedures. Ability to sort and file. Knowledge of principles and process for providing excellent customer services. Ability to handle complaints, providing solutions and alternatives with the time limits. Excellent basic math skills and quick calculation. Excellent communication skills. Ability to establish and maintain effective work relationship with others in multiethnic environment.

Other job-related requirements for this position:

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural. Incumbent is required to complete time sheet, work activity reports (EARs), and mandatory trainings. Trainings may be deemed mandatory by Agency, Statute, Grant, Programs, or County Administrator. Incumbent is responsible to respond to SERVFL alerts and notifications. Incumbent may be dispatched or relocate without notice whenever the urgency arises to any Vital Records office. Incumbent will have access to records containing social security numbers in the performance of job duties.

Working hours: (A) Daily from 8:00 AM to 5:00 PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

**NOTE: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. **

This position may be eligible for the National Health Service Corps Loan Repayment Program

This position requires a security background check and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

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.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

BENEFITS:

Department of Health Career Service employees enjoy the following benefits:

• State of Florida Retirement package - 3% employee contribution required

• 9 Annual paid holidays

• Ability to earn 104 hours of paid Annual Leave (annually)

• Ability to earn 104 Hours of paid Sick Leave (annually)

• Health insurance for individual or family coverage

• Life insurance

• Additional supplemental insurances available such as dental, disability, etc.

• Tax Deferred Medical and Child Care Reimbursement Accounts available

• Tuition waiver available

Your take home pay can be significantly influenced by your insurance premiums. Compare your current premium with the State of Florida employee premiums!

Monthly employee premium for the standard PPO/HMO:

Single coverage is $50

Family coverage is $180

Monthly employee premium for the High Deductible Health Plan PPO/HMO:

Single coverage is $15

Family coverage is $64.30

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.