OPERATIONS & MGMT CONSULTANT II - SES - 64026149

State of Florida•Jacksonville, FL

8d•$45,060 - $51,000•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. Coordinates and Oversees the E-Portal court documents submitted to the state office from Florida Clerks of Courts. 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. Supervise and monitor Records Analyst position responsible for all incoming walk-up clients requesting an amendment to a vital record (birth or death) at the state office. Ensure successful transition to newly implemented system and process. Create procedures and instructions for back-up staffing. Coordinate OTC credit card transactions for walk-up amendment requests. Audit transactions with daily deposits along with coordinating and managing the other daily deposit activities of the Record Amendment Section fee accounting/tracking system. Reviews and analyzes activities and data to improve service to clients, makes recommendations to Vital Statistics Administrator. Assist and make recommendation 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 Coordinates activities of staff to ensure continuing operations, which includes workloads, workflow, deadlines, work objectives and time utilization with employees and increase productivity in our changing workforce dynamics. Develops and monitors compliance policies to ensure proper direction is followed. Provides technical assistance, consultative services to develop and implement program processes under our umbrella. Reviews performance standards and evaluates work in accordance with established standards. Directs and monitors duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning, and directing their work, approving leave, and taking disciplinary action as appropriate. Ensure strategic administrative and operational objectives are met through administrative functions and oversees amendments to vital records. Exercise independent judgment in formulating and/or assisting the formation of policies and procedures as they impact the management of personnel and vital records amendment functions. Consults and provides technical assistance to staff, county vital statistics staff, clerks of court, hospital and funeral home staff, attorneys, and the general public on provisions of Florida Statutes and Florida Administrative Code to resolve problems. Gathers and organizes information, analyzes data gathered and develops solutions or alternative methods of proceeding. Directs staff ensuring Florida Statutes, administrative rule and office policies are enforced when completing amendment actions dealing with death, fetal death, and other vital records. Develop plans to accomplish work and provides recommendations for improvement to processes. Reviews documents to ensure compliance and make recommendations as necessary. Provides recommendations to administrator after analyzing and reviewing possible fraudulent requests. Searches several internal data bases to verify supporting documentation, with an emphasis on fraud prevention. Access court websites to interconnect information and evaluate findings of investigation. Train new staff on sites. Oversees the electronic and manual amendment processing of death and fetal death records. Ensure documentation is accurately scanned and linked to the proper record. Reviews and handles non-routine client correspondence and coordinates necessary action with appropriate sections to ensure that problems/client complaints are handled correctly and resolved in accordance with vital statistics law and department regulations and procedures. Evaluates policies and techniques and recommends and administers improvements where needed. Confers with other managers to ensure successful functioning of newly implemented systems or procedures. Participate and presents information at federal, state, and local meetings and conferences concerning vital statistics program management and/or operations as appropriate. Presents information and exchanges ideas in order to accomplish objectives and improve service delivery and data quality. Provide technical assistance in conducting seminars and workshops. Develop and design instructional materials by power point or by other means for training appropriate audience. Serves as back up to the Vital Statistics Administrator to represent the Records Amendment Section. Performs other related duties and assignments as necessary.

Requirements

Knowledge of: Ability to provide information to supervisors, fellow workers, and subordinates. Ability to interview, select, hire, and promote persons for the organization.
Principles and techniques of effective communication; methods of data collection and analysis.
Knowledge of principles of records management and supervision, administrative principles, and practices; principles and techniques of effective verbal and written communication; and problem-solving techniques.
Ability to review work of others for accuracy and quality of content; prioritizing workloads; assess employee performance; organize files and records; make decisions in a timely manner; present training programs; understand apply applicable laws, rules, and regulations.
Ability to establish and maintain effective working relationships with others and business partners.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Determine work priorities and prepare reports.
Maintain records for archival and preservation purposes
Ability to: Ability to conduct or carry out old/new work procedures by providing direction/instructions to complete programs or work products.
Ability to make judgements about or assessing the value, importance or quality of things or people.
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.
Ability to learn/apply new computer programs online, navigate a microfiche reader, reader/printer machines, and scanners.
Skill in: Word processing equipment, microfiche reader, reader/printer, adding machine, copier, on-line dumb terminal, typewriter, and printer.
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.
Excellent customer service skills and knowledge of Office 365 products such as SharePoint, Teams, PowerPoint, Excel, and Outlook.
Knowledge Chapter 382 Florida Statues and Florida Administrative Code 64-V.

Responsibilities

Coordinates and Oversees the E-Portal court documents submitted to the state office from Florida Clerks of Courts.
Supervise and monitor Records Analyst position responsible for all incoming walk-up clients requesting an amendment to a vital record (birth or death) at the state office.
Reviews and analyzes activities and data to improve service to clients, makes recommendations to Vital Statistics Administrator.
Assist and make recommendation to Vital Statistics Administrator regarding meeting and maintaining requirements for the Records Amendment area for Public Health Accreditation Board (PHAB) accreditation.
Coordinates activities of staff to ensure continuing operations, which includes workloads, workflow, deadlines, work objectives and time utilization with employees and increase productivity in our changing workforce dynamics.
Provides technical assistance, consultative services to develop and implement program processes under our umbrella.
Consults and provides technical assistance to staff, county vital statistics staff, clerks of court, hospital and funeral home staff, attorneys, and the general public on provisions of Florida Statutes and Florida Administrative Code to resolve problems.
Directs staff ensuring Florida Statutes, administrative rule and office policies are enforced when completing amendment actions dealing with death, fetal death, and other vital records.
Provides recommendations to administrator after analyzing and reviewing possible fraudulent requests.
Oversees the electronic and manual amendment processing of death and fetal death records.
Participate and presents information at federal, state, and local meetings and conferences concerning vital statistics program management and/or operations as appropriate.
Serves as back up to the Vital Statistics Administrator to represent the Records Amendment Section.

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;

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume