RECORDS TECHNICIAN - 64001805 1

Requisition No: 847253 

Agency: Department of Health

Working Title: RECORDS TECHNICIAN - 64001805 1

Position Number: 64001805 

Salary:  $33,760 - $34,320 annually 

Posting Closing Date: 02/24/2025 

Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

The incumbent if part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

Your Specific Responsibilities:

This is a responsible technical work position with the incumbent serving as Deputy Registrar of the Vital Statistics Section in Bartow for the Florida Department of Health in Polk County. This position serves clients that may speak only Spanish, Creole, and other languages. Requiring the performance of interpreter duties, if bilingual, or implementation of the Departments Limited English Proficiency Plan. 

Customer service

• Accepts birth and death applications for reviewing and issuing of certified copies in accordance with Florida statutes chapter 382 and administrative code 64v-1
• Serves 20-60 clients face to face, over the phone, online, mail or through the fax daily.
• Provides customer service to funeral home staff, general public, government agencies, law enforcement, etc.
• Works independently taking appropriate breaks and lunch, manages time effectively.
• Distributes a variety of vital statistics related documents to clients (other state or county applications and or information, amendment or paternity forms etc.)
• Provides guidance to clients with completing applications, directions to offices or other information.
• Verifies supporting documentation and identification and ensures accuracy of records before issuance.
• Contacts the state office for correction of records.
• Travels to work the Lakeland office rotating with other staff as needed.
• Contacts IT managers to troubleshoot problems and get local terminals repaired and online in a timely manner.
• Processes mail or online orders daily.

Data Entry and Filing

• Enters security numbers into E-vitals system accurately, correctly voiding any destroyed, miss printed, reprinted or unusable security paper
• Enters demographic data and payment information into the e-vitals system for each transaction.
• Inputs appropriate comments regarding client’s eligibility.
• Files reports from E-vitals for voided security paper and uses proper method of destruction.
• Maintains files for applications and other reports including archiving and/or purging of old reports or applications

Security and Fiscal

• Secures all data, fees, and security paper under lock and key and maintains confidentiality of records.
• Assists in tracking security paper daily reporting any missing numbers to supervisor ASAP.
• Responsible for own petty cash and handles checks, money orders and credit transactions with the ability to provide correct change.
• Balances sales at the end of each day with a reconciliation report within E-vitals and submits fees to supervisor or fiscal office.

Other duties and responsibilities

• Preforms other duties as required, including performance of additional interpreter duties.
• Ensures deposits and mail are submitted by designated times.
• Participates in Vital Statistics trainings and meetings, reads all emails including monthly conference call minutes keeping up to date on all vital statistics rules and regulations changes.
• Ensures accurate completion and timely submission of all administrative reports, including: timesheets, travel, EARS, customer surveys and TRAIN for completion of mandatory trainings.
• Substitutes for supervisor when required.
• Serves as alternate information custodian for the Vital Statistics office for assigned information sets, maintaining confidentiality for information in accordance with state and federal statutes, rules and regulations and DOH information security policies, protocols and procedures, in accordance with protocol: Security-3, V, and section 1-3.  Compliance with and monitors compliance (when applicable) of the mandatory requirements in section 215.422, Florida Statutes, and Chapter 3A-24 Florida Administrative code.

Required Knowledge, Skills, and Abilities:

Knowledge of:  Basic principles of customer service and effective communication, Methods of data collection, Mathematics, Computer use (People First, Train, Microsoft Office, My Florida Market Place, Word, Excel, Access, Outlook, E-Vitals, VitalChek) Use of copier, printer, fax, credit thermals, telephone.

Skills in:  Computer software use (Microsoft Office, Word, Excel, Access, Outlook), time management, typing skills, mathematics, customer service, communication, organization.

Abilities to:  Travel and work in the Bartow or Lakeland office.  Comprehend the Vital Statistics Laws, Rules and Statutes. Collect, evaluate, and analyze data for accuracy and completeness. Work independently and multitask. Type, do basic mathematics, and use credit terminal. Communicate effectively and establish effective working relationships with others. Organize orders and supplies.  Able to sit or stand for a period and move from desk to front counter to help clients.  Unload up to 50lb supply deliveries to shelves and drawers. Review data for accuracy and completeness

Qualifications:

• High School Diploma
• Florida Driver's License

Other job-related requirements for this position:

Emergency Duty: 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.

Confidentiality: Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

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:

Lake Alfred, FL

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.    

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.

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.