RECORDS SPECIALIST - 64027581

State of Florida • Miami, FL

2d • $37,000 - $39,000 • 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 papers 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.

Performs all other duties as assigned.

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 relationships with others in multiethnic environment.
• Experience in cash handling
• customer service experience.

Nice To Haves

• Incumbent in this position is preferred to be bilingual in English and Spanish.

Responsibilities

• 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.
• Call customers over the counter to provide service and process their requests using the Q-Flow system
• 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 papers 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.
• Performs all other 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