RECORDS SPECIALIST - 64002286

State of Florida • Miami, FL

5d • $37,000 - $39,000 • Onsite

About The Position

The Records Specialist performs complex and responsible administrative work maintaining birth, death, and fetal death records in a busy, fast-paced environment. The position exercises initiative and independent judgment, serves the public with tact and sensitivity, and serves as Deputy Registrar under Florida Statute 382 and the direction of the Local Registrar and Chief Deputy Registrar.

The role processes death certificate requests from funeral homes and the public through in-person, fax, mail, and online channels; verifies legal authorization and identification; prepares certificates; and arranges shipment. It also provides counter service, processes payments, maintains confidential records and supporting documentation, answers general inquiries, handles complaints, and completes reporting, filing, mail, and end-of-day tasks. The Records Specialist supports funeral homes with body-removal letters, monitors flagged records, and tracks and accounts for controlled safety paper.

The position is located at 1350 NW 14 Street, Miami, FL 33125. Incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days. The role requires the ability to learn and communicate effectively in English, orally and in writing.

Requirements

• Experience in cash handling.
• Customer service experience.
• Ability to work independently and prioritize work assignments.
• Ability to handle monetary transactions, including receiving cash and making change.
• Basic knowledge of data entry.
• Ability to operate adding machines, computers, printers, and scanners.
• Ability to read, interpret, collect, and analyze data relating to records and operational procedures.
• Ability to sort and file.
• Knowledge of principles and processes for providing excellent customer service.
• Ability to handle complaints and provide solutions and alternatives within time limits.
• Excellent basic math skills and quick calculation ability.
• Excellent communication skills.
• Ability to establish and maintain effective working relationships with others in a multiethnic environment.
• Ability to learn and communicate effectively in English, orally and in writing.
• Successful completion of required security background checks and/or drug screening; participation in direct deposit.

Nice To Haves

• Bilingual ability in English and Spanish is preferred.

Responsibilities

• Review and process death certificate Applications for Service received from funeral homes and the public through in-person, fax, mail, and the Vital-Chek online ordering system; verify identity and legal authorization, prepare certificates, and ship them to requestors.
• Serve customers at the counter using the Q-Flow queue and back-office system, and collect payments by cash, check, money order, cashier’s check, and credit card.
• Maintain confidential information, check documents for accuracy, retain supporting records, and dispose of documents in accordance with the Chief Deputy Registrar operations manual and vital records procedures.
• Provide general information and refer inquiries concerning adoption/putative father matters, amendments and corrections, Apostille information, delayed birth, legal name changes, and paternity to the State Office.
• Communicate with customers by phone, electronically, and in person; address complaints with appropriate solutions or alternatives within the role’s limits and follow up to ensure resolution.
• Process Vital-Chek reports and tasks, including shipping labels, UPS manifests, batch receipts, labels, closeout/end-of-day tasks, searches, inquiries, and note updates.
• File supporting documents for mail and fax orders; open mail, revise applications and payments, prepare mail slips, distribute work among clerks, and route returns to the assigned clerk.
• Process funeral home orders for noncontagious and contagious disease body-removal letters.
• Account for safety paper; process and record fee waivers, replacements, and voids; and maintain associated internal-control logs.
• Verify codes and monitor flagged records, including runaway, abused-child, endangered-child, insufficient-funds, and fees-owed-to-the-state records.
• Complete daily accounting, tracking, and review of safety paper; accurately document voided safety paper; and submit the safety paper inventory report to the Supervisor at the end of the day.
• Perform other duties as assigned.

Benefits

• Annual and sick leave
• Nine paid holidays and one personal holiday each year
• State group insurance options, including health, life, dental, vision, and supplemental insurance
• 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