RECORDS SPECIALIST - 64027142

This is a highly complex, technical and responsible position in a very busy and fast paced environment with a high volume of public contact. The primary functions of this position are to process electronic birth / death certificate requests received daily from all funeral homes, crematories, the general public, and via the online ordering system, VitalChek. In addition, the incumbent will be responsible for registering manual death, fetal death, indigent cases, and birth records to ensure completeness, accuracy, and timely submission of all vital records. The incumbent in this position must be able to apply and devote a high tolerance of concentration towards examining these documents to ensure accuracy in all areas. Incumbent is required to have direct contact with the public, local funeral homes, crematories, hospitals, and other entities. This position serves as Deputy Registrar. Incumbent is expected to communicate by phone, electronically and in person in a courteous and professional manner always. Incumbent must be fully knowledgeable of Chapter 382 of the Florida Statute and can correctly interpret these statutes to accurately and effectively perform the required duties as Deputy Registrar. Incumbent will keep up to date with all Vital Statistics rules and regulations. This position is responsible for collection of payment, cash, checks, and/or credit card transactions. This position is designated as a sensitive position and the position is required to maintain confidential information in accordance with Department of Health of Broward County information security, policy, protocols, and procedures. This position has access to HMS for entering EARS and E-Vitals for reviewing birth, death, and fetal death records, the issuance of certificates, and the collection of payments.

Responsible for the monitoring and tracking of death records 12+ days late. Responsible for contacting funeral home directors, medical examiner, and physicians to ensure that all records are registered complete in the EDRS (Electronic Death Registration System). Responsible for documenting in the CDR note section all efforts made to get the records registered complete. Serves as liaison to the Broward County Medical Examiner’s Office for all late records and indigent cases. Incumbent will review death records for accuracy, completeness, and suspicious causes of death involving suspected trauma, overdoses, and accidents. Reviews all records in pending status and documents all communication with the funeral home, medical examiner, and certifiers (physicians). Meets with supervisor and/or CDR weekly to discuss all difficult death records that would require additional assistance. Responsible for daily accounting and tracking of safety paper and ensuring that voided safety paper is documented accurately.

Responsible for reviewing and analyzing all original death and fetal death records (manual and electronic) for accuracy completeness, neatness, and acceptability in accordance with Florida Statutes, Chapter 382. Ensures documents are error free in accordance with established local and state policies and procedures. Carefully examines and determines which manual death and fetal death records contain inadequate or missing information. Maintains rejected non-registered records utilizing the burial permit for tracking purposes and prepares necessary correspondence to return records for correction to funeral homes. Responsible for reporting lateness and errors regarding all death and fetal death records to the Supervisor and/or Chief Deputy Registrar. Also, reports any other discrepancies with State statutes, hospital administrators, funeral homes, medical examiner, and the State Office. 

Responsible for all opening and closing procedures/functions of the Vital Statistics Satellite Offices (and/or the Main Office, if necessary,) which includes securing the office and accountability for all monies received and maintained in the office daily. Responsible for daily monitoring and tracking of all safety paper and ensuring that voided safety paper is documented accurately. Also, responsible for monthly safety paper inventory and the receiving of safety paper. Interpret and administer the provisions of vital statistics laws relating to the official recording of births, deaths, stillbirths, and adoptions in the State of Florida, while working under little to no supervision. Meets regularly with the Chief Deputy Registrar (CDR) and/or the Record Specialist Supervisor to determine the needs of the Vital Statistics Offices.

Reviews and processes Applications For Service requests from 78 funeral homes in Broward County and other neighboring counties, general public, by fax, US mail, and via the online ordering system, VitalChek, received on a daily basis. Incumbent will search, review, establish eligibility, and issue computerized birth and/or death certifications from 1930 to present. Notify all ineligible applicants and assist applicants with additional information as needed to obtain certificates. Also, provides information on amendments and paternity affidavits. Responsible for daily accounting and tracking of safety paper and ensuring that voided safety paper is documented accurately. All AFS requests are reviewed for accuracy, completeness, and proper payment. Records are reviewed to ensure availability (registered complete) and establishes eligibility for issuance of the certificate. Collects payments in the form of cash, checks, and credit cards for services rendered and ensures that the Daily Teller Report agrees with monies collected. Also, processes AFS requests from the State Attorney’s Office, Department of Children and Families, local police departments, other official agencies. Collects large amounts of cash, checks, money orders, and credit cards for services rendered and ensures that the Daily Teller Report agrees with monies collected.

Provide technical assistance and training on the registration of death and fetal records to 78+ funeral homes in Broward County and other neighboring counties. Responsible for training new career service and OPS within Vital Statistics procedures and tools necessary to completion of death and fetal death records. Works closely with the CDR to assess needs, produce reports on pending death and fetal death records. Provides technical assistance to our hospital and birth centers on the registration of birth records. Responsible for training the hospital birth registration staff and/or nurses on the new “NON-VIABLE birth certificate” base on the New Florida Status 382.0085. Responsible for training new career service and OPS within Vital Statistics procedures and tools necessary to completion of birth records.

Responsible for the review, monitoring, and tracking of death logs from more than 12 hospital in Broward County. Responsible to contact hospital to ensure that death bodies that are still in the morgues are assigned to funeral homes or crematories to ensure that all death that happen in Broward County are registered with Vitals Statistics according to Florida Statutes, Chapter 382.

Serves customers and funeral home directors by greeting them at the Information Window, and directing them appropriately; answers phones by providing general information as it pertains to vital records. Performs other related duties as required

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

• Excellent customer service skills
• Ability to handle cash, credit card and/or checks.
• Knowledge of working with confidential records.
• Knowledge of correct grammar usage and basic arithmetic.
• Ability to utilize computers and general office equipment.
• Knowledge of MS Word/Excel/Outlook
• Ability to communicate effectively verbally and in writing.
• Ability to work independently with minimal or no supervision.
• Ability to establish and maintain effective working relationship with others.
• Strong organizational skills.
• Ability to work with difficult clients,
• Ability to make judgment calls,
• Ability to multitask and work with time sensitive tasks.

MINIMUM QUALIFICATIONS: 

1. Current employee of Florida Department of Health employees, (includes OPS, Career Service, SES or SMS employees)
2. Valid driver's license, free of major infractions and access to an automobile to be utilized for work purposes.
3. Experience interacting with customers and providing enhanced customer service over the phone or in person.
4. Experience handling cash,credit cards and checks transactions in a vital records office. 
5. Experience working with E-Vitals, VitalCheck  and Point of Sale.
6. Experience working with birth and/or death certificates.

PREFERRED QUALIFICATIONS:

1. Experience working with NX systems and related processes
2. Experience monitoring and follow up on late, incomplete, or outstanding records reports to ensure timely resolution.
3. Experience providing technical assistance to our hospital and birth centers on the new "NON-VIABLE" birth certificates. 
4. Experience working with Doctor’s office, Funeral Homes, Hosptials, and Medical Examiner’s office. 
5. Bilingual, fluent in English/Haitian Creole or fluent in English/Spanish.

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:

Broward County

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.