RECORDS TECHNICIAN - 64043747

State of Florida • Largo, FL

1d • Onsite

About The Position

This position is responsible for determining applicant eligibility by verifying court documents, affidavits, and notarized statements for records, and issuing certified copies of birth and death certificates. The role involves providing phone and in-person assistance to the public, funeral homes, and hospitals, as well as handling assigned funeral homes by reviewing death certificates and burial transit permits for completeness, accuracy, and timeliness. The technician will also locate and retrieve files, enter safety paper numbers into the E-Vitals system, process mail, maintain files, and perform cashiering and information window duties on a rotating basis. Additionally, the position requires scanning and filing materials, attending trainings, performing cross-trained duties, and maintaining proficiency with various software applications and office equipment. The employee may be required to work outside normal hours during emergencies and perform emergency duties as needed.

Requirements

• Knowledge of basic arithmetic.
• Knowledge of correct grammar usage.
• Skills in effective verbal and written communication.
• Skills in problem solving.
• Skills in Computer software application (Microsoft Office with Outlook, Excel, and Word).
• Skills in Critical Thinking-Judgment.
• Ability to operate commonly used office equipment (computers, copier/scanner, paper shredder, fax machine, calculator, and printers).
• Ability to plan, organize, and coordinate tasks.
• Ability to establish and maintain effective working relationships with others.
• Ability to review data for accuracy and completeness.
• Ability to perform mathematical calculations.
• Ability to interpret and apply rules, regulations, policies, and procedures.
• Ability to manage time.
• Ability to be dependable to follow through on assignments and pulls his/her own weight.
• Ability to remain calm and effective in fast-paced environment.
• Ability to produce work products which meet the intended objectives.
• Ability to review, accept, and reject data relating to records and procedures.
• Ability to prepare and audit reports and correspondence.
• Experience in customer service in fast paced environment
• Experience in data entry
• Experience in interpreting laws, regulations, policies, and procedures as they relate to confidential paperwork/documentation
• Experience in preparing and auditing reports and correspondence
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

Nice To Haves

• Read, speak, and write in both English and Spanish
• Experience in cashiering

Responsibilities

• Determines applicants’ eligibility by verifying court documents, affidavits and notarized statements for records and issues certified copies of birth and death certificates to the general public, funeral homes, government agencies, law enforcement, etc.
• Provides phone and in person prompt and courteous assistance to funeral homes, hospitals, and public inquires. Provides consultation and expert advice to management or other groups on technical, systems-related, or process related topics.
• Handles assigned funeral homes, which includes reviewing death certificates and burial transit permits for completeness, accuracy, timeliness, acceptability and registration of same. Locates and retrieves files upon request from authorized users. Issues certified copies and enters safety paper numbers into the E-Vitals system to stay in compliance with finance and accounting procedures.
• Processes and separates building mail, correspondence for birth and death certificates, determines when to utilize form letters and vital statistics forms. Maintains files and control records to show status of action in processing correspondence. Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order. Mails out processed mail requests.
• Cashiers and/or performs Information window duties on a weekly rotating basis and when office coverage is necessary. Cashiers input payment types of cash, check, credit card, invoice and payment vouchers and are responsible for compiling and preparing various financial reports daily.
• Scans or reads incoming materials to determine filing order or location. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information. Attending trainings and performs other cross-trained duties during vacations, breaks, and lunches as assigned by manager.
• Maintains proficiency with software applications/programs and other office equipment commonly used by the department (i.e. HMS, Outlook, Word, Excel, copier/scanner, paper shredder, fax machine, calculator and printers).
• Employee may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the employee includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

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