OPERATIONS ANALYST II - 64033889

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Operations Analyst II, Position Number 64033889.  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 is in the Records Amendment Section.  The incumbent must exercise a high degree of initiative, independent judgement, and interpretive skills to ensure compliance with Florida Statutes and Floirda administrative Code as it relates to amending vital records.  This position works closely with the Program Administator in formulating and/or assisting in the formation of policies and procedures as they impact the management of personnel and Records Amendment Functions.

Utilizing the latest computer technology, the incumbent ensures accurate and timely retrieval of E-Filed records through the portal of the Florida Court Clerks and Comptrollers.  The incumbent will provide administrative support in coordinating documents received through the E-Filing portal and future electronic filings researching and recommending new equipment, or software to automate and streamline processes.  Developes, plans, administers, monitors and evaulates new ideas.  Review electronic records for acceptance and routed to the appropriate unit.  Rejected actions will be returned to the county submitting the action with a notation why the record was rejected.  Must exercise a high degree of initiative and independent judgment in receiving, reviewing, evaluating documents to birth and death records which were a result of court-determined paternity actions, adoptions, affirmation of parental status, termination of parental rights, legal name changes, children in common and various other court filings.  These documents are complex, extremely sensitive, and confidential and will be used as supporting documentation to amend Florida events. 

Researches and recommends new equipment and software to automate and streamline processes. Develops, plans, administers, monitors, and evaluates new ideas utilizing modern technology to transform amended sealed vital records maintained on microfilm into quality electronic digital images that allows for quick retrieval and ensures permanent preservation of the original sources. Coordinate with IT and vault staff in the development and continued enhancement of the image importing system proposing improvement plans and testing for continued enhancements.

Works closely and communicates extensively with Records Amendment Administrator to develop, plan, and implement new procedures, creates user guides and training materials for Records Amendment Section. Works with Management to assist with training sessions. Conducts one-on-one training with individual staff members on new processes and procedures.  Lead team in testing protocols for new systems.  Document potential risks before system placed in production

Orders and distributes safety paper and supplies for the unit. Reconciles safety paper usage report resolving any discrepancies to ensure 100% compliance. Monitors proper tracking for voided safety paper. Maintains monthly inventory log of safety paper supply.  Assists the Records Amendment Section Managers and Staff in running safety paper usage and audit reports and scanned document image link reports to ensure 100% compliance.

Maintains a log of time involved in unit activities for workload analysis, monitoring purposes and performance review.

Performs other related duties and assignments as required.

Required Knowledge, Skills, and Abilities:

1. Knowledge of the principles and techniques of effective verbal and written communication.

2. Knowledge of vital statistics program and applicable laws, rules and procedures.

3. Knowledge of office procedures and practices.

4. Ability to interpret and apply departmental rules, regulations, and office procedures.

5. Ability to organize and maintain records and files.

6. Ability to plan, organize, and coordinate work assignments.

7. Ability to maintain effective working relationships with others.

8. Ability to communicate effectively verbally and in writing.

9. 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.

10.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. Knowledge of SQL Server Management Studio. Three years e-Vitals experience.

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.