OPERATIONS ANALYST II - 64033889

State of Florida • Jacksonville, FL

8d • Onsite

About The Position

Operations Analyst II, Position Number 64033889. Jacksonville, Duval County
Your Specific Responsibilities:
The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces. The bureau issues more than 2.8 million certified copies annually. A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present. Marriages, and divorces, 1927 to present, are available for certification from the state office. The bureau maintains more than 22 ½ million vital records. The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of 67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.
Position Description
This position is in the Records Amendment Section. The incumbent must exercise a high degree of initiative, independent judgement, and interpretive skills to ensure compliance with Florida Statutes and Floirda administrative Code as it relates to amending vital records. This position works closely with the Program Administator in formulating and/or assisting in the formation of policies and procedures as they impact the management of personnel and Records Amendment Functions.
Utilizing the latest computer technology, the incumbent ensures accurate and timely retrieval of E-Filed records through the portal of the Florida Court Clerks and Comptrollers. The incumbent will provide administrative support in coordinating documents received through the E-Filing portal and future electronic filings researching and recommending new equipment, or software to automate and streamline processes. Developes, plans, administers, monitors and evaulates new ideas. Review electronic records for acceptance and routed to the appropriate unit. Rejected actions will be returned to the county submitting the action with a notation why the record was rejected. Must exercise a high degree of initiative and independent judgment in receiving, reviewing, evaluating documents to birth and death records which were a result of court-determined paternity actions, adoptions, affirmation of parental status, termination of parental rights, legal name changes, children in common and various other court filings. These documents are complex, extremely sensitive, and confidential and will be used as supporting documentation to amend Florida events.
Researches and recommends new equipment and software to automate and streamline processes. Develops, plans, administers, monitors, and evaluates new ideas utilizing modern technology to transform amended sealed vital records maintained on microfilm into quality electronic digital images that allows for quick retrieval and ensures permanent preservation of the original sources. Coordinate with IT and vault staff in the development and continued enhancement of the image importing system proposing improvement plans and testing for continued enhancements.
Works closely and communicates extensively with Records Amendment Administrator to develop, plan, and implement new procedures, creates user guides and training materials for Records Amendment Section. Works with Management to assist with training sessions. Conducts one-on-one training with individual staff members on new processes and procedures. Lead team in testing protocols for new systems. Document potential risks before system placed in production
Orders and distributes safety paper and supplies for the unit. Reconciles safety paper usage report resolving any discrepancies to ensure 100% compliance. Monitors proper tracking for voided safety paper. Maintains monthly inventory log of safety paper supply. Assists the Records Amendment Section Managers and Staff in running safety paper usage and audit reports and scanned document image link reports to ensure 100% compliance.
Maintains a log of time involved in unit activities for workload analysis, monitoring purposes and performance review.
Performs other related duties and assignments as required.

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 relationships 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 SharePoint, Teams, PowerPoint, Excel, and Outlook.
• Knowledge of SQL Server Management Studio.
• Three years e-Vitals experience.

Responsibilities

• Utilizing the latest computer technology, the incumbent ensures accurate and timely retrieval of E-Filed records through the portal of the Florida Court Clerks and Comptrollers.
• The incumbent will provide administrative support in coordinating documents received through the E-Filing portal and future electronic filings researching and recommending new equipment, or software to automate and streamline processes.
• Review electronic records for acceptance and routed to the appropriate unit.
• Rejected actions will be returned to the county submitting the action with a notation why the record was rejected.
• Researches and recommends new equipment and software to automate and streamline processes.
• Develops, plans, administers, monitors, and evaluates new ideas utilizing modern technology to transform amended sealed vital records maintained on microfilm into quality electronic digital images that allows for quick retrieval and ensures permanent preservation of the original sources.
• Coordinate with IT and vault staff in the development and continued enhancement of the image importing system proposing improvement plans and testing for continued enhancements.
• Works closely and communicates extensively with Records Amendment Administrator to develop, plan, and implement new procedures, creates user guides and training materials for Records Amendment Section.
• Works with Management to assist with training sessions.
• Conducts one-on-one training with individual staff members on new processes and procedures.
• Lead team in testing protocols for new systems.
• Document potential risks before system placed in production
• Orders and distributes safety paper and supplies for the unit.
• Reconciles safety paper usage report resolving any discrepancies to ensure 100% compliance.
• Monitors proper tracking for voided safety paper.
• Maintains monthly inventory log of safety paper supply.
• Assists the Records Amendment Section Managers and Staff in running safety paper usage and audit reports and scanned document image link reports to ensure 100% compliance.
• Maintains a log of time involved in unit activities for workload analysis, monitoring purposes and performance review.
• Performs other related duties and assignments 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

What This Job Offers

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