OPERATIONS & MGMT CONSULTANT I - SES - 64033747

State of Florida • Jacksonville, FL

1d • Onsite

About The Position

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 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, ensuring proper coverage, and complete timesheets.

This position directs the administrative functions and oversees the operation of the Paternity/Child Support Enforcement and Correction Subsection for the Office of Vital Statistics. The incumbent must exercise independent judgment in formulating and/or assisting in the formation of policies and procedures as they impact on the management of personnel and vital records amendment functions. Compliance with confidentiality as mandated by law is critical to this position.

Implement and manage the E-Portal court documents assigned. Reviews and assign court actions to staff for processing. Access Clerk of Court website for additional detailed tracking of history of court documents to ensure appropriate action is taken. Fraud prevention to include detailed searching with Accurint and other special assigned unique distinctive databases to inter-connect data submitted. Evaluate and make decisions based on culmination of documentation from all sources. Provide consultation and expert advice to management or other team members on outcome.

Assist and make recommendations to Vital Statistics Administrator regarding meeting and maintaining requirements for the Records Amendment area for Public Health Accreditation Board (PHAB) accreditation. Annually, review and ensure written policies and procedures for BVS and Records Amendment Section comply with specific standards/measures. Update or make recommendations as necessary to ensure compliance

Reviews and analyzes activities and data to improve service to clients. Provides technical assistance to program liaison, technical assistance and consultation to staff, county vital statistics personnel, funeral home and hospital staff, clerks of court, attorneys, state, and federal agencies, as well as the general public by written communication, telephone, and walk-in service.

Implements and manages staff, actively recruits, hires, trains, motivates, and evaluates employees engaged in receiving, screening, and processing amendments to vital records. Provides technical assistance for accessing the data base for searching, retrieval and tracking purposes using various data bases of birth, death, marriage, and dissolution of marriage as well as manual searches of records utilizing hardcopy indexes and microfiche. As technology expands – make recommendations regarding transitioning hard copy to digital images to be imported into the database.

Coordinates the acceptance and tracking of the fee accounting system. Update and monitor tracking of request for retrieval and/or status on demand. Oversee the amendment process and distribute amendment requests ensuring all changes made pursuant to amendments are completed accurately and that changes are keyed into on-line vital records database. Reviews court orders to ensure eligibility and authenticity.

Administers the provisions of applicable vital statistics laws and rules relating to the amendment of vital records and makes recommendations for changes as indicated. Establishes long range objectives and actions to achieve these objectives.

Keys newly created records as well as archival records as required on the vital statistics database for subsequent searching and/or certification issuance.

Establishes a system for filing ensuring that client files are complete, logically organized and maintained for appropriate retention pursuant to requirements of the FL Department of State. Identify files no longer have administrative value.

Maintains and improves professional knowledge and skills, participating in staff meetings, supervisory conferences, and workshops and training programs when appropriate. Develop and design instructional materials by power point or by other means for training appropriate audience.

Provide consultation and advice to others by observing and receiving information from relative sources. Prepares periodic and special reports relative to production by the unit for workload analysis, monitoring purposes and performance review.

Performs other related duties as necessary.

Requirements

• Knowledge of: Principles and techniques of effective communication; methods of data collection and analysis.
• Ability to: Supervise; develop and implement office procedures; prepare reports and correspondence; understand and apply applicable laws, rules and office policies; make decisions; determine work priorities; communicate effectively verbally and in writing; plan, administer and direct program activities; and evaluate, monitor and implement corrective action plans.
• 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.

Nice To Haves

• Excellent communication skills, ability to apply Florida Statue and Rule, supervisory experience and knowledge of Microsoft Office products.

Responsibilities

• Implement and manage the E-Portal court documents assigned.
• Reviews and assign court actions to staff for processing.
• Access Clerk of Court website for additional detailed tracking of history of court documents to ensure appropriate action is taken.
• Fraud prevention to include detailed searching with Accurint and other special assigned unique distinctive databases to inter-connect data submitted.
• Evaluate and make decisions based on culmination of documentation from all sources.
• Provide consultation and expert advice to management or other team members on outcome.
• Assist and make recommendations to Vital Statistics Administrator regarding meeting and maintaining requirements for the Records Amendment area for Public Health Accreditation Board (PHAB) accreditation.
• Annually, review and ensure written policies and procedures for BVS and Records Amendment Section comply with specific standards/measures.
• Update or make recommendations as necessary to ensure compliance
• Reviews and analyzes activities and data to improve service to clients.
• Provides technical assistance to program liaison, technical assistance and consultation to staff, county vital statistics personnel, funeral home and hospital staff, clerks of court, attorneys, state, and federal agencies, as well as the general public by written communication, telephone, and walk-in service.
• Implements and manages staff, actively recruits, hires, trains, motivates, and evaluates employees engaged in receiving, screening, and processing amendments to vital records.
• Provides technical assistance for accessing the data base for searching, retrieval and tracking purposes using various data bases of birth, death, marriage, and dissolution of marriage as well as manual searches of records utilizing hardcopy indexes and microfiche.
• As technology expands – make recommendations regarding transitioning hard copy to digital images to be imported into the database.
• Coordinates the acceptance and tracking of the fee accounting system.
• Update and monitor tracking of request for retrieval and/or status on demand.
• Oversee the amendment process and distribute amendment requests ensuring all changes made pursuant to amendments are completed accurately and that changes are keyed into on-line vital records database.
• Reviews court orders to ensure eligibility and authenticity.
• Administers the provisions of applicable vital statistics laws and rules relating to the amendment of vital records and makes recommendations for changes as indicated.
• Establishes long range objectives and actions to achieve these objectives.
• Keys newly created records as well as archival records as required on the vital statistics database for subsequent searching and/or certification issuance.
• Establishes a system for filing ensuring that client files are complete, logically organized and maintained for appropriate retention pursuant to requirements of the FL Department of State.
• Identify files no longer have administrative value.
• Maintains and improves professional knowledge and skills, participating in staff meetings, supervisory conferences, and workshops and training programs when appropriate.
• Develop and design instructional materials by power point or by other means for training appropriate audience.
• Provide consultation and advice to others by observing and receiving information from relative sources.
• Prepares periodic and special reports relative to production by the unit for workload analysis, monitoring purposes and performance review.
• Performs other related duties as necessary.

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