ADMINISTRATIVE ASSISTANT I - 64026146

State of Florida • Jacksonville, FL

21d • Onsite

About The Position

This position is in the Computer Issuance & Lobby Operations Unit. The incumbent is responsible for complex technical work in the operations of records management involving the storage, preservation, and issuance of Florida’s birth, death, fetal death, marriage and dissolution of marriage records. This position requires independent judgment and interpretive skills to ensure compliance with Florida Statutes and Florida Administrative Code as they relate to the issuance of vital records and records management retention schedules.

Requirements

• Knowledge of the principles and techniques of effective verbal and written communication.
• Knowledge of vital statistics program and applicable laws, rules and procedures.
• Knowledge of office procedures and practices.
• Ability to interpret and apply departmental rules, regulations, and office procedures.
• Ability to organize and maintain records and files.
• Ability to plan, organize, and coordinate work assignments.
• Ability to maintain effective working relationship with others.
• Ability to communicate effectively verbally and in writing.
• Skill in operating office equipment including a personal computer, 10-key adding machine, copy machine, fax machine and all Microsoft Office products such as Word, Excel, Outlook etc.
• Incumbent must be able to type at least 35 correct words per minute.

Nice To Haves

• Excellent customer service skills and knowledge of Office 365 products such as Word, Excel and Outlook.

Responsibilities

• Handles large volume of incoming telephone calls received through the client services hunt group from clerks of court, state and federal agencies, attorneys, and the general public and provide information on eligibility and issuance, procedures for requesting additional searching, or the status of a request.
• Consults person-to-person with clients visiting our facility to obtain information, and/or vital records, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification from computer database or digital image, and ensures proper tracking of safety paper audit control number. Hand delivers record to walk in client. Calculates applicant’s expense based on type of service and number of certifications requested, and balances funds at the end of each day.
• Reviews requests for computer generated vital record certificates, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification and ensures proper tracking of safety paper audit control number. Verifies mailing information and prepares package for shipping. Ensures expedite orders are given top priority. Calculates applicant’s expense based on type of service and number of certifications requested, and balances funds at the end of each day.
• Processes downloads received from our contracted vendor 7 times daily, prints work orders for distribution to appropriate unit within the Vital Records Section, imports orders into database. Closes batches at the end of the business day and reconciles funds against electronic payment from contracted vendor.
• Corresponds with clients by phone, mail, or email regarding requests for vital records and restrictions as to the issuance of confidential information, fees, search capability and other activities associated with the issuance of these records.
• Maintains reports on work production, safety paper audit control number tracking and money reconciliation. Organizes and boxes the applications and accompanying correspondence for retention pursuant to Records Management requirements by the Department of State.
• Performs other related duties as assigned including records preservation projects.

Benefits

• 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
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees