ADMINISTRATIVE ASSISTANT I - 64029787

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Administrative Assistant I, Position Number 64029787.  Jacksonville, Duval County

Your Specific Responsibilities:

The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces.  The bureau issues more than 2.8 million certified copies annually.  A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present. Marriages, and divorces, 1927 to present, are available for certification from the state office.  The bureau maintains more than 22 ½ million vital records.  The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of 67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

Position Description

This position provides advanced technical support in the multiple cause of death classification unit.

Reviews and audits the certification of multiple causes of death for all death certificates filed in the State of Florida, in accordance with highly technical procedures as prescribed and devised by the National Center for Health Statistics (NCHS) for the Electronic Death Registration System (EDRS) of coding.  This system is based on the underlying cause of death concepts and rules developed by the World Health Organization through the use of the International Classification of Diseases (ICD).  This requires extensive knowledge of the international classification rules together with a thorough familiarity of medical terminology and probable sequences of diseases leading to the terminal event.  A thorough review of medical textbooks and periodicals in conjunction with the ongoing study of the annual edition of the NCHS instruction manuals is necessary in order to interpret/analyze the medical certification of the causes of death submitted by the certifier and to maintain the degree of accuracy required by NCHS.  Eligibility certifications through intensive training and testing by NCHS is mandatory.

Determines which death certificates contain inadequate information for proper classification of cause of death.  Prepares necessary correspondence to return records to county to obtain the additional data from the certifying or attending practitioner.  Analyzes and abstracts additional information received from certifying/attending practitioner and amends or reclassifies causes of death accordingly and updates EDRS database.  Adds appropriate addenda to certificates of death filed with state office.

Reviews certificates rejected by EDRS to verify the probable sequence of conditions leading to the terminal event which resulted in death and manually assigns the correct ICD codes.  Enters corrected information into the computer database files for reprocessing.

Maintains complete and updated reference library of all rules and changes to rules for classifying causes of death. 

Performs other related duties and assignments as may be required.

Required Knowledge, Skills, and Abilities:

Knowledge of Florida Statutes, Department of Health regulations, and Bureau of Vital Statistics procedures pertaining to registration of death records.

Knowledge of Vital Statistics filing coding, indexing, and computer system for correcting death records.

Knowledge of Vital Statistics procedures for replacement of incomplete/unacceptable records, addition of information to certificates, and issuance of certified copies.

Knowledge of basic statistical measures and their application.

Ability to audit demographic coding to ensure compliance with acceptable quality control levels and performance standards.

Ability to prepare instruction manuals and to present their application in training programs and workshops.

Knowledge of international classification of cause of death national rules and medical terminology.

Ability to plan, organize, and coordinate assignments with staff and other offices.

Ability to create and maintain cooperative and effective working relationships.

Ability to operate computer and software applications.

Ability to work independently.

Skill in operating office equipment including a personal computer, 10-key adding machine, copy machine, fax machine and all Microsoft Office products such as Word, Excel, Outlook etc.

Incumbent must be able to type at least 35 correct words per minute.

Qualifications:

Excellent customer service skills and knowledge of Office 365 products such as SharePoint, Teams, PowerPoint, Excel, and Outlook. Transcribing Medical Terms.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

1217 N Pearl Street, Jacksonville, FL 32202

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

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

This position requires a security background check and/or drug screening 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 Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

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

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

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.