SENIOR CLERK - 64081191

Requisition No: 840740 

Agency: Department of Health

Working Title: SENIOR CLERK - 64081191

 Pay Plan: Career Service

Position Number: 64081191 

Salary:  37,200.00 yearly salary 

Posting Closing Date: 11/17/2024 

Total Compensation Estimator Tool

Internal Agency Opportunity

 Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

Your Specific Responsibilities:

This is a highly responsible purchasing and clerical position requiring independent judgment under the supervision of the Business Manager III.  Duties involve vital statistics, data entry, purchase and purchasing card holder, and administrative clerical support.  This position is commissioned as Deputy Registrar working with the Local Registrar and Chief Deputy Registrar to comply with vital statistic laws, rules, and procedures.  As this position constantly monitors confidential data, the incumbent is charged with protecting the sensitive nature of the information.  This position will assist with the purchasing operations of multiple county health department programs requiring minimal supervision. Specific duties and responsibilities are as follows:

Deputy Registrar: Responsible for the daily functions of the local vital statistics program in compliance with all mandated laws, rules, and procedures in accordance with Chapter 382 of the Florida Statutes, Section 64V of the Florida Administrative Code, and the CDR Operations Manual.  The major roles of vital statistics involve: (A) Issuance of birth and death certificates, to include receiving proper identification and applications and timely processing of mail-in requests.  (B)  Review records for accuracy, process and store in accordance with policies and procedures and transmit two times per week.  (C)  Adhere to the strict guidelines for handling all security paper, including maintaining a secure physical area and proper logs for daily use of security paper.  (D)  Provide training and state-directed updates in conjunction with the CDR to local funeral homes, funeral directors, and sub-registrars (E) Maintain a supply of necessary VS forms and reference materials, and ensures these forms are up to date from the State Health Office website (F) Deal with the public and government agencies in a courteous manner in performance of daily activities.  Activities include answering telephone, providing general information to the public about the vital statistics program, accurately maintaining cash drawer and receipts, and running the daily cash receipts report.  Run weekly, monthly, quarterly Vital Statistic reports (G) Assist in the completion of the quarterly reviews and the annual self-assessment tool to help local VS office assure proper operating processes are in accordance with established guidelines, rules, and procedures, and (H) Designated Information Security Coordinator and Information Custodian for Vital Statistics (on-site) and access to identified Data Sets Social Security and Vital Statistics.

Purchasing: Responsible for a DOH purchasing card in compliance with the "Purchasing Card Program User Guidelines."  Purchase items as requested by all Flagler CHD departments with or without Pcard required.  Access Ariba on Demand (AOD) to complete purchase requisitions and order supplies and miscellaneous items for FDOH-Flagler in all program areas.  Assists and completes documentation for program managers and staff with Advance Payment, Single Source, Incentive and Promotional guidance and requests as needed.  Receives all purchase requests from program purchasers and process timely into AOD.  Creates all Flagler CHD purchase requisitions and ensures accuracy and compliance with purchasing policies and procedures.  Enters all required fields of the purchase requisition to include but not limited to, correct program billing codes, commodity code and object codes.  Employee receives items for all purchases made in AOD with the guidance of the program purchaser receipt documentation. This position is responsible under the direction of the Business Manager III to develop and implement Desk Procedures in guiding all department purchasing staff on the basic use and processes of ordering and receiving via AOD.  Desk Procedures shall include, but not be limited to: preparing and submitting purchase requisitions, and proper coding.  This employee shall act as Account Holder, and enter charges in WORKS with correct budget codes, using the DOHP 56-44-10, Department of Health Purchasing Card Program User Guidelines.  Attach all supporting documentation for payments made and ensure timely payment processing. Maintains electronic files on all purchase requisitions and purchase orders as applicable. 

Accounts Payable: Provides back up to the Accounts Payable Department and assists in required accounts payables duties as re

quested by the Supervisor. Duties include but are not limited to;

(a) invoice coding with correct budget information, 5-line stamps as required and correct payment system; AOD, Flair, or Axium.

(b)  process vouchers in Axium and if audited, respond. (c) pay a Cardinal invoice. (d) Review POs as the purchasing agent.

(e) Add staff to AOD (f) process TR 58 entries (g) Print RDS reports (h) Inventory all OCO items as a property custodian delegate

(i) updates the Cell phones system and assign cell phones as needed (j) Accounts Payables electronic file process.

 EARS: Review staff input of EAR's/DAR’s/CSR’s in the Health Management System with bi-weekly payroll, research   discrepancies, and assist in error correction if possible.  Trains new employees for EARs coding and provides handouts with direction on how to code. Update staff with changes to codes and/or procedures.  Enter personal EAR's on a timely basis.  

Reports: Track Flagler County fetal and infant deaths and forward monthly infant death report to immunization nurse.  Review special needs shelter list and confirm deaths occurring in the State of Florida.

Provides Notary Public services to the Personnel Liaison for On-Boarding.  Perform related duties as assigned by supervisor.

Attend staff meetings and training sessions, submit timesheets as required.  Perform duties as outlined in the FCHD Policy  Procedure titled “Disaster Operating Procedure,” as assigned.  Other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Demonstrates working knowledge of Chapter 382 of the Florida Statutes, Section 64V of the Florida Administrative Code, and the CDR Operations Manual
• Demonstrates working knowledge of State of Florida Purchasing Policies and Procedures: Chapter 287, F S.;
• Ariba on Demand (AOD), DOHP 250-9 (Purchasing Policy) and DOHP 56-44-20 (P-Card Guidelines)
• Knowledge of AOD and WORKS.
• Knowledge of the principles and practices of purchasing.
• Knowledge of the Microsoft Office suite of software products.
• Ability to apply rules, regulations, policies and procedures relating to the purchasing process.
• Ability to determine work priorities and ensure proper completion of work assignments.
• Ability to plan, organize, and coordinate work activities.
• Ability to understand procurement principles.
• Knowledge of E-Vitals and operation of Office Machines and Microsoft Office
• Ability to maintain purchasing records.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Qualifications:

Minimum-

 Experience in purchasing for a company.

 Experience inconducting inventory?

 Experience as administrative clerical support.

Experience in payables or bookkeeping.

Preferred-

Experience working for Vital Statistics.       

Experience working in AOD/MFMP.             

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:

Work Location: 200 Dr. Carter Blvd. Bunnell, FL 32164

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.

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.    

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.  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.