RECORDS ANALYST - 64026152

State of Florida • Jacksonville, FL

3d • Onsite

About The Position

This position is in the Vital Records Section. The incumbent must exercise a high degree of initiative, independent judgment, and interpretive skills to ensure compliance with Florida Statutes and Florida Administrative Code as they relate to the operations of records management involving the issuance of Florida’s birth, death, fetal death, marriage and dissolution of marriage documents. This position works closely with the Health Services Manager in formulating and/or assisting in the formation of policies and procedures as they impact on the management of personnel and vital record certification functions.
Responsible for training new career service and OPS staff within the Vital Records Section, monitors and reconciles safety paper reports, coordinates workloads, workflow, deadlines, and objectives to ensure timely processing of client requests for computer and image issuance of vital records. Monitors response/turnaround time in order to balance workloads, arrange priorities, and avoid build-up of backlogs ensuring expedite requests for vital records are priority. Reviews requests submitted for vital records ensuring applicant eligibility for records based on eligibility requirements as defined in Florida Statutes.
Works closely with Management to assess needs, produce reports, and provide training for staff on the techniques used for processing electronic downloads from our contracted vendor, searching, creation of electronic application, and document tracking of safety paper. Responsible to keep manuals and training materials updated. Orders and distributes safety paper and supplies for the section. Maintains monthly inventory log of safety paper supply.
Handles and monitors coverage for large volume of incoming telephone calls received through the client services hunt group from clerks of court, state and federal agencies, attorneys, and the general public and provide information on eligibility and issuance, procedures for requesting additional searching, or the status of a request.
Conducts search of e-Vitals database, creates tracking of requests and safety paper audit control numbers, issues and mails computer and image generated certifications. Calculates applicant’s expense based on type of service and number of certifications requested, inputs into tracking system, and balances funds at the end of each day. Reconciles safety paper usage report resolving any discrepancies to ensure 100% compliance. Monitors proper tracking for voided safety paper
Consults person-to-person with clients visiting our facility to obtain information, and/or vital records which includes ensuring applicant eligibility for records based on eligibility requirements as defined in Florida Statutes. Assists front window staff with eligibility questions, safety paper tracking, and various other duties.
Performs other related duties as assigned.

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 Word, Excel and Outlook.

Responsibilities

• Responsible for training new career service and OPS staff within the Vital Records Section, monitors and reconciles safety paper reports, coordinates workloads, workflow, deadlines, and objectives to ensure timely processing of client requests for computer and image issuance of vital records.
• Monitors response/turnaround time in order to balance workloads, arrange priorities, and avoid build-up of backlogs ensuring expedite requests for vital records are priority.
• Reviews requests submitted for vital records ensuring applicant eligibility for records based on eligibility requirements as defined in Florida Statutes.
• Works closely with Management to assess needs, produce reports, and provide training for staff on the techniques used for processing electronic downloads from our contracted vendor, searching, creation of electronic application, and document tracking of safety paper.
• Responsible to keep manuals and training materials updated.
• Orders and distributes safety paper and supplies for the section. Maintains monthly inventory log of safety paper supply.
• Handles and monitors coverage for large volume of incoming telephone calls received through the client services hunt group from clerks of court, state and federal agencies, attorneys, and the general public and provide information on eligibility and issuance, procedures for requesting additional searching, or the status of a request.
• Conducts search of e-Vitals database, creates tracking of requests and safety paper audit control numbers, issues and mails computer and image generated certifications.
• Calculates applicant’s expense based on type of service and number of certifications requested, inputs into tracking system, and balances funds at the end of each day.
• Reconciles safety paper usage report resolving any discrepancies to ensure 100% compliance.
• Monitors proper tracking for voided safety paper
• Consults person-to-person with clients visiting our facility to obtain information, and/or vital records which includes ensuring applicant eligibility for records based on eligibility requirements as defined in Florida Statutes.
• Assists front window staff with eligibility questions, safety paper tracking, and various other duties.
• Performs other related duties as assigned.

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