OFFICE OPERATIONS MANAGER II - SES - 64051362

State of Florida

1d • $48,000 - $51,000 • Onsite

About The Position

This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensure proper coverage, and complete timesheets.

This is supervisory position maintaining birth, death and fetal death records.  This position works closely with the State Office of Vital Statistics, using the state database system(s) in the issuance of certified records.  This position will be required to exercise considerable initiative and independent judgment in carrying out assignments and must interact with the public in a positive manner using tact and sensitivity, in accordance with Florida Statute 382 and under the direction of the Local Registrar and Chief Deputy Registrar. Assist Chief Deputy Registrar according to the Chief Deputy Registrar Operations Manual. Responsible for the supervision of staff Including appraisals, planning, and directing their work, approving leave, having the authority for hiring, and taking disciplinary action or effectively recommending such actions.

Directly responsible for accepting, reviewing, investigating, and fulfilling submitted applications from the public, funeral homes, law enforcement agencies, armed forces, court appointed guardians, state attorneys, government agencies (such as FBI, children, and families), and other agencies relating to children in custody/foster care.  Ensure proper identification of all applicants requesting records of birth/death/fetal death records in accordance with the Florida Statute 382, and administrative code 10D-37, 10D-49 in established time frame and in accordance with policies and procedures. Produce certified copies of vital records using state database system(s). Adhere to policies and procedures regarding confidentially of all records. Provide upon request noncontagious disease letter to Funeral Homes. Maintain confidentiality of work-related information and materials.

Adhere to all policies and procedures governing cash handling, assume accountability for services rendered and fees collected.  Ensure each transaction is entered into the appropriate state database system(s). Ensure proper payment is received and recorded. Ensure all used security paper is documented by number in the appropriate tracking system. Responsible for assigned register and its contents.  Ensure that money collected is counted and reconciled with the Daily Teller Transaction Report (E-Vitals) at the end of each workday.  Coordinates mail processing. Monitor report on E Vitals including but not limited to zero service dollars, missing paper report, safety paper usage report.

Monitor and tracking pending late report 12 +days late contacting Funeral Homes, Physicians, Hospital, Medical Examiners to ensure deaths are registered timely and documenting on the internal notes.  Meet with staff weekly to audit applications, review late records, internal notes, notify updates, and keep track of staff performance.

Security Paper Custodial at the Main Facility for Miami Dade County Health Department. Accounts for all security papers allotted daily on control log and automated system(s).

Supervise cash, credit card and checks transactions and settlement at the end of the day.  Must expedite orders from funeral home, over the counter, express mail and vitalchek with top priority in a timely manner. Collects all employee time sheets on a bi-weekly basis for payroll purposes.

Ensure e-vitals audits for properly recorded ID’s and internal notes on e-vital when applicable.

Reconciliation of the void safety report and keep report with voids attached for 5 years.

Responsible to know codes, and to monitor flagged records, such as (run-always), abuse children, endangered children, and others, must bring to the attention of manager for further investigation. Attend conferences and keep updates. Implement and maintain department indicators. Supervises direct reports including motivating, training, providing guidance, and direction.   Develop expectations and meet with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.  Maintains vacation and work schedules to ensure proper coverage and completes timesheets.  Ensure all staff complete required training and are offered additional training.   

Responsible for supervising VitalChek Order’s, along with reviewing and monitoring the downloaded order files.
Responsible for reviewing and matching the data against E-vital information.
Ensuring orders have been picked up from UPS daily.
Responsible for supervising the process of E-Vault.
Monitoring and reviewing the data and reports for the Healthy Start Program. Responsible in generating and printing infant, and fetal deaths certificates.

Perform others related duties as required.

Requirements

• Knowledge of using fax machines, answering phones, computers, printers, and scanners required for the position
• Ability to establish and maintain effective work relationships with others.
• Excellent basic math skills and quick calculations.
• Ability to work successfully in stressful situations and manage multiple tasks.
• Maintain an established work schedule.
• Outstanding customer service skills, with proven ability to communicate effectively with tact and diplomacy.
• Knowledge supervises and coordinate activities of subordinate personnel.
• Handling money with exact accuracy.
• Ability to identify and resolve money discrepancy.
• Ability to provide excellent customer service in a very busy paced environment with a high volume of public contact.
• Customer service experience, experience collecting revenue.

Nice To Haves

• Incumbent in this position is preferred to be bilingual in English/Spanish or English/Creole.

Responsibilities

• Communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work.
• Hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action.
• Develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensure proper coverage, and complete timesheets.
• Maintaining birth, death and fetal death records.
• Works closely with the State Office of Vital Statistics, using the state database system(s) in the issuance of certified records.
• Assist Chief Deputy Registrar according to the Chief Deputy Registrar Operations Manual.
• Accepting, reviewing, investigating, and fulfilling submitted applications from the public, funeral homes, law enforcement agencies, armed forces, court appointed guardians, state attorneys, government agencies (such as FBI, children, and families), and other agencies relating to children in custody/foster care.
• Ensure proper identification of all applicants requesting records of birth/death/fetal death records in accordance with the Florida Statute 382, and administrative code 10D-37, 10D-49 in established time frame and in accordance with policies and procedures.
• Produce certified copies of vital records using state database system(s).
• Adhere to policies and procedures regarding confidentially of all records.
• Provide upon request noncontagious disease letter to Funeral Homes.
• Maintain confidentiality of work-related information and materials.
• Adhere to all policies and procedures governing cash handling, assume accountability for services rendered and fees collected.
• Ensure each transaction is entered into the appropriate state database system(s).
• Ensure proper payment is received and recorded.
• Ensure all used security paper is documented by number in the appropriate tracking system.
• Responsible for assigned register and its contents.
• Ensure that money collected is counted and reconciled with the Daily Teller Transaction Report (E-Vitals) at the end of each workday.
• Coordinates mail processing.
• Monitor report on E Vitals including but not limited to zero service dollars, missing paper report, safety paper usage report.
• Monitor and tracking pending late report 12 +days late contacting Funeral Homes, Physicians, Hospital, Medical Examiners to ensure deaths are registered timely and documenting on the internal notes.
• Meet with staff weekly to audit applications, review late records, internal notes, notify updates, and keep track of staff performance.
• Security Paper Custodial at the Main Facility for Miami Dade County Health Department.
• Accounts for all security papers allotted daily on control log and automated system(s).
• Supervise cash, credit card and checks transactions and settlement at the end of the day.
• Must expedite orders from funeral home, over the counter, express mail and vitalchek with top priority in a timely manner.
• Collects all employee time sheets on a bi-weekly basis for payroll purposes.
• Ensure e-vitals audits for properly recorded ID’s and internal notes on e-vital when applicable.
• Reconciliation of the void safety report and keep report with voids attached for 5 years.
• Responsible to know codes, and to monitor flagged records, such as (run-always), abuse children, endangered children, and others, must bring to the attention of manager for further investigation.
• Attend conferences and keep updates.
• Implement and maintain department indicators.
• Supervises direct reports including motivating, training, providing guidance, and direction.
• Develop expectations and meet with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.
• Maintains vacation and work schedules to ensure proper coverage and completes timesheets.
• Ensure all staff complete required training and are offered additional training.
• Responsible for supervising VitalChek Order’s, along with reviewing and monitoring the downloaded order files.
• Responsible for reviewing and matching the data against E-vital information.
• Ensuring orders have been picked up from UPS daily.
• Responsible for supervising the process of E-Vault.
• Monitoring and reviewing the data and reports for the Healthy Start Program.
• Responsible in generating and printing infant, and fetal deaths certificates.
• Perform others related duties as required.

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;
• And more!

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed