Class Title: OPS Records Specialist
Position number: 64913097
Job Duties and Responsibilities
This is a highly complex, technical, and responsible administrative work position maintaining birth, death, and fetal death records in a very busy and fast-paced job environment, exercising considerable initiative and independent judgment in caring out assignments and positively interacting with the public using tact and sensitivity and serve as Deputy Registrar under Florida Statute 382 and the direction of the Local registrar and Chief Deputy Registrar.
Review and process Applications for Service (AFS) for death/death certificates from funeral homes, the public, fax, US mail, and via the online ordering system Vital-Chek which verifies identification documents to ensure that the person ordering the vital records is legally authorized to obtain them. Our agency processes the request, prepares the certificate, and ships it directly to the requestor.
Call customers over the counter to provide service and process their requests using the Q-Flow system, a platform that manages the customers’ queue while supports back-office processes. Collect payments in the forms of cash, checks, money orders, cashier’s checks, and credit card transactions. Maintain confidential information, review documents to ensure accuracy, retain supporting documentation submitted such as AFS applications, court orders, home births, voids, and dispose of them as outlined in the chief deputy registrar operations manual and the vital records internal procedures.
Provide general information and refer to the State Office inquiries for adoption/putative father, amendments/corrections, Apostille Information, Delayed Birth, Legal Name Change, and paternity. Communicate by phone, electronically, and in-person with customers clearly in writing, verbally, and handle customer complaints by providing appropriate solutions and alternatives within its limits and follow up to ensure a solution. Process Vital-Chek reports such as Shipping Labels, UPS manifest, batch receipts, generate labels, closeout/end of the day, search, inquiry, and update notes. File supporting documents for mails/fax orders in file cabinets as established in vital records internal procedure. Open mail, revise applications, revise payments, create/fill out mail slips, distribute within clerks for processing, and hand returns to the assigned clerk.
Support the funeral home customers by processing orders for noncontagious, contagious disease, and contagious disease body removal letters.
Account safety paper, process and record fee waivers, replacements, voids, and logs them on the internal control. Verify codes and monitor flagged records such as runaway, abused children, endangered children, not enough funds and fees owed to the state.
Responsible for daily accounting, tracking, and reviewing safety paper and ensuring that voided safety paper is documented accurately. Responsible for the submittal of the safety paper inventory report to the Supervisor at the end of the day.
Perform other tasks as per the office needs.
Job Type: Full-time
Pay: $17.68 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Do you have knowledge collecting and analyzing data? If yes, give an example.
- Do you have experience maintaining and preparing daily cash balance reports? If yes, please describe.
- How many years of experience do you have in cash handling?
- How many years of experience do you have providing customer service to the public? Please describe.
- Incumbent in this position is preferred to be bilingual in English and Spanish. Are you able to read, write and communicate fluently in both languages?
- Do you have experience working in an office or clerical setting? Please describe.
- This position requires the incumbent to be relocated or dispatched without notice to any Vital Records office when requested. Are you willing to accept this requirement to meet the needs of this position?
- Are you currently employed with the Florida Department of Health?
Work Location: In person