OFFICE OPERATIONS MANAGER II - SES - 64084096

Office Operations Manager II - SES - 64084096

This is a supervisory position maintaining birth, death, and fetal death records. This position works closely with the State Office of Vital Statistics, using the state database system(s) in the issuance of certified records. The incumbent will be the delegate authority for the office of Vital Records at the Health District Center in the absence of the Vital Records program director. Responsible for the supervision of staff including appraisals, planning, and directing their work, approving leave, having the authority for hiring, and taking disciplinary action or effectively recommending such actions.

Directly responsible for accepting, reviewing, investigating, and fulfilling submitted applications from the public, funeral homes, law enforcement agencies, armed forces, court appointed guardians, state attorneys, government agencies (such as FBI, children, and families), and other agencies relating to children in custody / foster care. Ensure proper identification of all applicants requesting records of birth / death / fetal death records in accordance with the Florida Statute 382, and administrative code 10D-37, 10D-49 in established time frame and in accordance with policies and procedures. Produce certified copies of vital records using state database system(s). Adhere to policies and procedures regarding confidentiality of all records. Provide upon request noncontagious disease letter to Funeral Homes. Maintain confidentiality work related information and materials.

Responsible to witnessing the signing of documents and administers oaths as notary public commissioned by the State of Florida. Might collect affidavits and authenticate signatures for customers

Adhere to all policies and procedures governing cash handling, assume accountability for services rendered and fees collected. Ensure each transaction is entered into the appropriate state database system(s). Ensure proper payment is received and recorded. Ensure all used security paper is documented by number in the appropriate tracking system. Responsible for assigned register and its contents. Ensure that money collected is counted and reconciled with the Daily Teller Transaction Report (E-Vitals) at the end of each workday. Coordinates mail processing. Monitor report on E Vitals including but not limited to zero service dollars, missing paper report, safety paper usage report.

Monitor and tracking pending late report 12 +days late contacting Funeral Homes, Physicians, Hospital, Medical Examiners to ensure deaths are registered timely and documenting on the internal notes. Meet with staff weekly to audit applications, review late records, internal notes, notify updates, and keep tracking of staff performance.

Security Paper Custodial at the Main Facility for Miami Dade County Health Department. Accounts for all security paper allotted daily on control log and automated system(s).

Supervise cash, credit card and checks transactions and settlement at the end of the day. Must expedite orders from funeral home, over the counter, express mail and vital chek with top priority in a timely manner. Collects all employee time sheets on a bi-weekly basis for payroll purposes.

Ensure e-vitals audits for properly recorded ID's and internal notes on e-vital when applicable.

Reconciliation of the void safety report and keep report with voids attached for 5 years.

Responsible to know codes, and to monitor flagged records, such as (run-always), abuse children, endangered children, and others, must bring to the attention of manager for further investigation. Attend conference and keep updates. Implement and maintain department indicators. Responsible for all supervisory duties including but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning, and directing their work, approving leave, and taking disciplinary action as appropriate.

Responsible for supervising VitalChek Order's, along with reviewing and monitoring the downloaded order files.

Responsible for reviewing and matching the data against E-vital information.

Ensuring orders have been picked up from UPS daily.

Responsible for supervising the process of E-Vault.

Monitoring and reviewing the data and reports for the Healthy Start Program. Responsible in generating and printing infant, and fetal deaths certificates.

Incumbent has been assigned to assist as backup for all purchase and outstanding invoice using My Florida market Place System.

The incumbent has been assigned to a customer service group. The incumbent is responsible to attempt monthly meetings and prepare customer service relates duties.

Perform others related duties as required.

Knowledge of using fax machines, answering phones, computers, printers, and scanners required for the position : Ability to establish and maintain effective work relationship with others. Excellent basic math skills and quick calculations. Ability to work successfully in stressful situations and manage multiple tasks. Maintain an established work schedule. Outstanding customer service skills, with proven ability to communicate effectively with tact and diplomacy. Knowledge supervises and coordinate activities of subordinate personnel. Handling money with exacting accuracy. Ability to identify and resolve money discrepancy. Ability to provide excellent customer service in a very busy paced environment with a high volume of public contact.

Minimum - Customer service experience. Preferred - Incumbent in this position is preferred to be bilingual in English / Spanish or English / Creole.

1350 NW 14 Street Miami, Fl 33125.

Mission : To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision : To be the Healthiest State in the Nation.

Values : Innovation : We search for creative solutions and manage resources wisely. Collaboration : We use teamwork to achieve common goals & solve problems. Accountability : We perform with integrity & respect. Responsiveness : We achieve our mission by serving our customers & engaging our partners. Excellence : We promote quality outcomes through learning & continuous performance improvement.

The Benefits of Working for the State of Florida : Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including : 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; And more! For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. This position requires a security background check and / or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note : You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website : http : / / www.sss.gov. If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility. Incumbents may be required to perform emergency duty before, during, and / or beyond normal work hours or days. 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. The State of Florida is an Equal Opportunity Employer / Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and / or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and / or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to