Records Technician - 64028006

State of Florida • Quincy, FL

21h • Onsite

About The Position

This position serves as the Deputy Registrar for the Vital Statistics program in a Department of Health public health unit, responsible for issuing, editing, registering, and certifying vital records while ensuring accuracy, compliance, and secure document handling. The role manages daily processing of birth, death, marriage, and divorce records, maintains required reporting and record retention, and provides client services including appointment scheduling, eligibility verification, intake updates, and responding to inquiries. Additional duties include data entry in HMS, supporting medical records tasks, managing mail distribution, collecting payments, and balancing the cash drawer to ensure efficient clinic operations and consistent, high‑quality service.

Requirements

• Ability to utilize equipment for: E Vitals System, HMS, P-Card guidelines, Flair, Scanning, Faxing, and phone operator.
• Ability to review data for accuracy and completeness.
• Ability to perform basic arithmetical calculations.
• Ability to communicate effectively.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain a competent, professional and effective rapport and interactions with associates, customers and vendors
• Ability to create and maintain measures for financial accountability
• At least two years professional experience in a customer service role.
• At least one-year professional experience in an office/medical setting.
• Must be able to learn and communicate effectively, orally and in writing, in English.

Responsibilities

• Receives and reviews birth, death, and fetal death certificates for completeness and accuracy, ensuring submission within required time frames.
• Determines applicant eligibility for records and issues certified copies; supervises, trains, and provides technical assistance to local sub‑registrars, funeral directors, hospital staff, physicians, and attorneys.
• Collects, records, and processes fees; reviews and reconciles JT requests from the State Vital Statistics Office in Jacksonville; follows up with clients within two business days; monitors usage of certified birth and death paper, documents voided pages, and reports discrepancies to Jacksonville; and maintains vital records according to the state retention schedule, including updates to related policies and procedures.
• Assists in preparing the Quarterly Vital Statistics report, completing the Annual Vital Statistics Self‑Assessment Tool, and maintaining safety paper ordering, inventory counts, and logs.
• Sorts, stamps, and distributes all incoming and outgoing mail to designated departments.
• Schedules and rescheduling client appointments in HMS according to clinic templates, including services for Breast and Cervical, TB, Epilepsy, and the Insulin program.
• Sends appointment reminders, determines program eligibility, ensures accurate financial and insurance information, and greets and assists clients upon arrival.
• Verifies intake information, issues receipts, provides general information, answers client questions, explains service costs, and informs clients of past‑due balances while attempting collection when appropriate.
• Updates client information in HMS during check‑in and handles incoming Health Department calls, providing information and directing callers to the appropriate staff or services.
• Performs detailed data entry by entering and updating demographic, financial, and insurance information in HMS; scans and uploads supporting documents; verifies insurance coverage using available databases; and maintains accurate electronic records.
• Supports Medical Records by copying, scanning, and faxing documents to legal entities or medical offices as needed.
• Accepts and records payments made by cash, check, or credit card; maintains and secures the cash drawer; balances it daily; ensures accurate receipting; and enters billing information each day.
• Performs additional related responsibilities as assigned by management.

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