OPS RECORDS SPECIALIST - 64913097

State of Florida•Miami, FL

6d•Onsite

About The Position

This is a highly complex, technical, and responsible administrative work position maintaining birth, death, and fetal death records in a very busy and fast-paced job environment, exercising considerable initiative and independent judgment in caring out assignments and positively interacting with the public using tact and sensitivity and serve as Deputy Registrar under Florida Statute 382 and the direction of the Local registrar and Chief Deputy Registrar. Review and process Applications for Service (AFS) for death/death certificates from funeral homes, the public, fax, US mail, and via the online ordering system Vital-Chek which verifies identification documents to ensure that the person ordering the vital records is legally authorized to obtain them. Our agency processes the request, prepares the certificate, and ships it directly to the requestor. Call customers over the counter to provide service and process their requests using the Q-Flow system, a platform that manages the customers’ queue while supporting back-office processes. Collect payments in the forms of cash, checks, money orders, cashier’s checks, and credit card transactions. Maintain confidential information, review documents to ensure accuracy, retain supporting documentation submitted such as AFS applications, court orders, home births, voids, and dispose of them as outlined in the chief deputy registrar operations manual and the vital records internal procedures. Provide general information and refer to the State Office inquiries for adoption/putative father, amendments/corrections, Apostille Information, Delayed Birth, Legal Name Change, and paternity. Communicate by phone, electronically, and in-person with customers clearly in writing, verbally, and handle customer complaints by providing appropriate solutions and alternatives within their limits and follow up to ensure a solution. Process Vital-Chek reports such as Shipping Labels, UPS manifest, batch receipts, generate labels, closeout/end of the day, search, inquiry, and update notes. File supporting documents for mails/fax orders in file cabinets as established in vital records internal procedure. Open mail, revise applications, revise payments, create/fill out mail slips, distribute within clerks for processing, and hand returns to the assigned clerk. Support the funeral home customers by processing orders for noncontagious, contagious disease, and contagious disease body removal letters. Account safety paper, process and record fee waivers, replacements, voids, and logs them on internal control. Verify codes and monitor flagged records such as runaway, abused children, endangered children, not enough funds and fees owed to the state. Responsible for daily accounting, tracking, and reviewing safety paper and ensuring that voided safety paper is documented accurately. Responsible for the submittal of the safety paper inventory report to the Supervisor at the end of the day. Perform other tasks as per the office needs.

Requirements

Ability to work independently and prioritize work assignments.
Ability to handle monetary transactions (receiving cash and making change).
Basic knowledge of data entry.
Ability to operate equipment, adding machines, computer, printer and scanner.
Ability to read, interpret, collect and analyze data relating to records for operational procedures.
Ability to sort and file.
Knowledge of principles and process for providing excellent customer services.
Ability to handle complaints, providing solutions and alternatives with the time limits.
Excellent basic math skills and quick calculation.
Excellent communication skills.
Ability to establish and maintain effective work relationship with others in multiethnic environment.
High school diploma or equivalent.
Experience working in a fast-paced office environment performing administrative, clerical, or customer service duties.
Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

Bilingual in English and Spanish or English/Creole.
One or more years of experience working with vital records.

Responsibilities

Maintain birth, death, and fetal death records.
Process Applications for Service (AFS) for death certificates from various sources.
Verify identification documents for vital records requests.
Prepare and ship vital records certificates.
Provide customer service over the counter and process requests using the Q-Flow system.
Collect payments via cash, checks, money orders, cashier’s checks, and credit card transactions.
Maintain confidential information and review documents for accuracy.
Retain and dispose of supporting documentation according to procedures.
Provide general information and refer inquiries for adoption, amendments, Apostille, delayed birth, legal name change, and paternity.
Communicate with customers via phone, electronically, and in-person.
Handle customer complaints and provide solutions.
Process Vital-Chek reports.
File supporting documents.
Process orders for body removal letters.
Account for safety paper, process fee waivers, replacements, and voids.
Verify codes and monitor flagged records.
Perform daily accounting, tracking, and reviewing of safety paper.
Submit safety paper inventory reports.
Perform other tasks as needed.