RECORDS SPECIALIST - 64045303

Records Specialist - 64045303

This is a highly complex, technical and responsible position in a very busy and fast paced environment with a high volume of public contact. The primary functions of this position are to process electronic birth / death certificate requests received daily from all funeral homes, crematories, the public, and via the online ordering system, VitalChek. In addition, the incumbent will be responsible for registering manual death, fetal death, indigent cases, and birth records to ensure completeness, accuracy, and timely submission of all vital records. The incumbent in this position must be able to apply and devote a high tolerance of concentration towards examining these documents to ensure accuracy in all areas. Incumbent is required to have direct contact with the public, local funeral homes, crematories, hospitals, and other entities. This position serves as Deputy Registrar and reports to the Vital Statistics CDR SES (64027037). Incumbent is expected to communicate by phone, electronically and in person in a courteous and professional manner always. Incumbent must be fully knowledgeable of Chapter 382 of the Florida Statute and can correctly interpret these statutes to accurately and effectively perform the required duties as Deputy Registrar. Incumbent will keep up to date with all Vital Statistics rules and regulations. This position is responsible for collection of payment, cash, checks, and / or credit card transactions. This position is designated as a sensitive position and the position is required to maintain confidential information in accordance with Department of Health of Broward County information security, policy, protocols, and procedures. This position has access to HMS for entering EARS and E-Vitals for reviewing birth, death, and fetal death records, the issuance of certificates, and the collection of payments.

Reviews and processes Applications for Service requests from 78 funeral homes in Broward County and other neighboring counties, general public, by fax, US mail, and via the online ordering system, VitalChek, received on a daily basis. Incumbent will search, review, establish eligibility, and issue computerized birth and / or death certifications from 1930 to present. Notify all ineligible applicants and assist applicants with additional information as needed to obtain certificates. Also, provides information on amendments and paternity affidavits. Responsible for daily accounting and tracking of safety paper and ensuring that voided safety paper is documented accurately. All AFS requests are reviewed for accuracy, completeness, and proper payment. Records are reviewed to ensure availability (registered complete) and establishes eligibility for issuance of the certificate. Collects payments in the form of cash, checks, and credit cards for services rendered and ensures that the Daily Teller Report agrees with monies collected. Also, processes AFS requests from the State Attorney's Office, Department of Children and Families, local police departments, other official agencies. Collects large amounts of cash, checks, money orders, and credit cards for services rendered and ensures that the Daily Teller Report agrees with monies collected.

Responsible for reviewing, analyzing, registering all original birth records (manual) from midwives and birthing centers for accuracy completeness, neatness, and acceptability in accordance with Florida Statutes, Chapter 382.013. Ensures records are error free in accordance with established local and state policies and procedures. Carefully examines and determines which manual birth records contain inadequate or missing information. Maintains rejected non-registered records and prepares necessary correspondence to return records for correction to midwives and birthing centers. Responsible for reporting lateness and errors regarding all birth records to the Supervisor and / or Chief Deputy Registrar. Also, reports any other discrepancies as it pertains to Florida Statutes, hospital administrators, and the State Office.

Responsible for reviewing and analyzing all original death and fetal death records (manual and electronic) for accuracy completeness, neatness, and acceptability in accordance with Florida Statutes, Chapter 382. Ensures documents are error free in accordance with established local and state policies and procedures. Carefully examines and determines which manual death and fetal death records contain inadequate or missing information. Maintains rejected non-registered records utilizing the burial permit for tracking purposes and prepares necessary correspondence to return records for correction to funeral homes. Responsible for reporting lateness and errors regarding all death and fetal death records to the Supervisor and / or Chief Deputy Registrar. Also, reports any other discrepancies with State statutes, hospital administrators, funeral homes, medical examiner, and the State Office.

Responsible for all opening and closing procedures / functions of the Vital Statistics Satellite Offices (and / or the Main Office, if necessary,) which includes securing the office and accountability for all monies received and maintained in the office daily. Responsible for daily monitoring and tracking of all safety paper and ensuring that voided safety paper is documented accurately. Also, responsible for monthly safety paper inventory and the receiving of safety paper. Interpret and administer the provisions of vital statistics laws relating to the official recording of births, deaths, stillbirths, and adoptions in the State of Florida, while working under little to no supervision. Meets regularly with the Chief Deputy Registrar (CDR) and / or the Record Specialist Supervisor to determine the needs of the Vital Statistics Offices.

Serves customers and funeral home directors by greeting them at the Information Window, and directing them appropriately; answers phones by providing general information as it pertains to vital records.

Perform other related duties as needed.

Minimum qualifications required :

• Willing to work before, during, and / or beyond normal work hours or days in the event of an emergency.
• Current employee of Florida Department of Health.
• Valid driver's license, free of major infractions and access to an automobile to be utilized for work purposes.
• Bilingual, fluent in English / Spanish or English / Haitian Creole.
• Experience working in a Vital Statistics Office.
• Experience processing funeral homes orders.
• Experience processing Vitalcheck order.
• Experience handling cash in Vital Statistics Office.

Preferred qualifications :