RECORDS SPECIALIST - 64085110

 Pay Plan: [[custSubGroup]]

Total Compensation Estimator Tool

FLORIDA DEPARTMENT OF HEALTH

 IN ORANGE COUNTY

JOB OPPORTUNITY ANNOUNCMENT

OPEN COMPETITIVE APPOINTMENT

Class Title: Records Specialist

Position Number: 64085110

Base Salary: $1,740.76 Biweekly

Location: 807 W. Church Street 

                Orlando, FL 32805

**DOH – Orange is a tobacco free agency.

**This advertisement may be used to fill future vacancies as they become available.

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

JOB DUTIES AND RESPONSIBILITIES:

This position assists daily operations of issuing birth and death certificates, ensuring compliance with Florida Statutes, Chapter 382. This position will assist funeral directors in resolving issues related to physician delays or reluctance in completing death certificates. Ensuring birth certificates are processed in compliance with statutory requirements. Upholding strict confidentiality of sensitive information in accordance with state and federal laws, as well as Department of Health Information Security Policies, Protocols, and Procedures.

Ensure all staff issue records based on Florida Statute 382. Provide liaison support with the public, hospitals, funeral homes, county medical examiner office, midwives, birthing centers, and medical community in a professional manner. Assists in the filling of original birth records for home deliveries.

Acts as backup for receiving safety paper. Daily review of DocSequence and audit control logs to confirm the correct range of safety paper is inserted and removed from printers. Daily verification that all unused safety paper is removed from printers and copiers and secured. The E-vitals program, safety paper usage, missing document tracking, and void reports, are to be accurately recorded. Assist with monthly audits to maintain compliance and accountability with the Safety Paper Inventory.  Will receive, review, verify, and print birth and death certificates submitted through the VitalChek system. 

Calculates applicant's expense based on type of service and number of certifications requested. lnputs information into e-Vitals for each payment received and for each certified copy. Prints receipts for customers and balances funds at the end of each day. Submits all funds and daily deposit worksheet at the end of the day to the manager, supervisor, or office lead. All discrepancies are to be reported to the manager, supervlsor, or office lead immediately. 

Maintains daily cash log of all cash assigned and ensures that all monies and documentation of transactions with confldential information are kept in a secure location until submitted to the manager, supervisor, or office lead at the end of the day.

Responsible for purchasing supplies using a P-card and My Florida Market Place.  Assure the goods are purchased and distributed according to DOH guidelines.  Performs approvals and reconciliation through FLAIR, WORKS, STMS, and MFMP daily (as needed).

Review daily Tax Collector site(s) reports to verify safety paper usage, missing document tracking and void reports by the Tax Collector are accurate. Reports discrepancies to manager or supervisor before end of day, so that corrections can be made. Works with the Tax Collector staff to correct any errors. Verifies that all safety paper issued/voided, and monies collected, balance for the entire month.  Serves as liaison to assigned Tax Collector site(s) by answering questions via phone relating to birth certificate issuance.

Data metrics to be collected, reviewed, and presented (as needed) for action.  Includes, but not limited to, Lobby Management System, Hayes (or similar telephone system), eVitals, Vital Check, or any other data system used within the department.

Will perform other duties as needed.

KNOWLEDGE, SKILLS AND ABILITIES, INCLUDING UTILIZATION OF EQUIPMENT, REQUIRED FOR THE POSITION: 

Ability to understand and properly apply rules, regulations, policies and procedures applicable to the Vital Statistics program and local County.

Ability to communicate effectively verbally and in writing

Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files. Ability to communicate effectively.

Proficient in Excel. If not proficient in DOH Budgetary applications - learn how to use related budgetary reporting tools, applications.

Ability to communicate effectively verbally and in writing. The ability to use the Electronic Birth and Death Registration System (evitals) and VitalChek.

Ability to establish and maintain effective records maintenance and file management systems

Skill in operating a personal computer, Microsoft Windows, Outlook, Word and Excel.

The ability to use office equipment 10-key adding machine, copier and fax. 

MINIMUM QUALIFICATIONS:

3 years of direct customer service experience.

2 years of administrative assistant experience.

2 years of cash handling experience.

Willing to work before, during, and/or beyond normal work hours or in the event of an emergency. This may include working in a special needs shelter or Red Cross shelter or performing other emergency duties required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, response to or threats involving any disaster or threat of disaster, man-made or natural.

This is an in-office position only.  You must be willing to physically come in the office to perform the duties & responsibilities of the position.

This position requires current authorization to work in the United States without employer sponsorship.  The Department of Health is unable to provide employment visa sponsorship.  You must be authorized to work in the United States without employer sponsorship.

Where You Will Work:

Work Location: 807 West Church Street

                         Orlando, FL 32805 

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.

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) 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.

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

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.

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 reflect 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.