RECORDS SPECIALIST – 64026153

Overview

Requisition No: 235101 

Agency: Department of Health

Working Title: RECORDS SPECIALIST – 64026153

Position Number: 64026153 

Salary:  $25,479.22 

Posting Closing Date: 09/21/2020 

FLORIDA DEPARTMENT OF HEALTH – INTERNAL AGENCY OPPORTUNITY

DOH-Vital Statistics/Records Amendment Section

 Records Specialist Position #64026153, Jacksonville, Duval County

THIS IS AN INTERNAL AGENCY OPPORTUNITY:  APPLICATIONS WILL ONLY BE ACCEPTED FROM EMPLOYEES CURRENTLY EMPLOYED BY THE

DEPARTMENT OF HEALTH IN A CAREER SERVICE, OPS, SES, OR SMS, POSITION.

(DOES NOT INCLUDE CITY, COUNTY, OR CONTRACTED EMPLOYEES)

                       

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DOH-Vital Statistics/Records Amendment Section

 Records Specialist Position #64026153, Jacksonville, Duval County

THIS IS AN INTERNAL AGENCY OPPORTUNITY: 

APPLICATIONS WILL ONLY BE ACCEPTED FROM EMPLOYEES CURRENTLY EMPLOYED BY THE

DEPARTMENT OF HEALTH IN A CAREER SERVICE, OPS, SES, OR SMS, POSITION.

(DOES NOT INCLUDE CITY, COUNTY, OR CONTRACTED EMPLOYEES)

 

 

                       

Job Title: RECORDS SPECIALIST 86362)

Requisition ID: 235101

Position Number: 64026153

Closing Date: 09/21/2020

This position may be filled at the minimum of the pay grade ($25,479.22

 

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, 1860 to present; and death certifications, 2009 to present.  Fetal deaths, marriages, and divorces, 1970 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 physicians; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

 

This position is in the Correction Unit of the Records Amendment Section of the Bureau of Vital Statistics.  The incumbent must exercise a high degree of initiative and independent judgment in receiving, reviewing, evaluating and processing amendments to birth and death records which were a result from errors contained on the original records of birth and death.  Also process court ordered legal name changes and presumptive death actions.  This unit is fast paced, highly technical, and extremely sensitive in confidential documents submitted to support requested amendments.  Compliance with confidentiality requirements as mandated by law is critical to this position.  Specific duties are as follows:

 

1.  Reviews and evaluates court orders and supporting documentation to determine eligibility ensuring compliance with Florida Statutes, rules and program policies as they relate to the correction of birth and death records and amendment to births resulting from court ordered legal name changes.  Filing of court ordered presumptive deaths.

 

2.  Communicates extensively and provides information and technical assistance to county vital statistics staff, state and federal agencies, clerks of court, attorneys, funeral directors, hospital staff and the general public by written correspondence, telephone, and walk-in service.

 

3.  Assists in training staff in composing and preparing correspondence and other related materials as they relate to the correction of birth and death records, as well as amendments to birth records resulting from court ordered legal name changes and presumptive deaths.  Serves as lead worker in escalated cases where additional research is required or in-depth correspondence needed.

 

4.  Assists the Records Center Manager in running safety paper audit reports and scanned document link report.  Any noted discrepancies are researched and corrected, to ensure 100% compliance.

 

5.  Acquires and maintains a thorough knowledge of applicable Florida Statutes, rules, and program policies and procedures.

 

6.  Assists in development and maintaining user acceptance test scripts to ensure that the system performs as designed in requirement documents including, but not limited to, any future enhancements of the system, in regards to Records Amendment Section.  Assists in testing for Records Amendment Section when release is received from vendor.

 

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

 

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

1. Knowledge of computer equipment, scanners, copiers, and fax machines.

2. Knowledge of Florida Statutes and Florida Administrative Code.

3. Knowledge of records management system standards and procedures.

4. Ability to collect, evaluate, and analyze data.

5. Ability to organize data into logical formats.

6. Ability to utilize problem-solving techniques.

7. Ability to work independently.

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

9. Ability to communicate effectively.

10. Ability to establish and maintain effective working relationships with others.

11. A high school diploma is preferred for this position

 

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

 

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.

 

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.

 

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.

   

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 Departments 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. 

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.

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.  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.