ADMINISTRATIVE ASSISTANT I - 64026124

Florida; Jacksonville (FL); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Annual and Sick Leave

Holidays

Health Insurance

Retirement plan

Job summary

Florida Department of Health is seeking an Administrative Assistant I to support the Bureau of Vital Statistics. The role involves processing birth and death amendments, handling court orders, and providing information to counties, agencies, and the public with strict confidentiality.

The position requires customer service excellence, proficiency in Office 365 tools, and accurate data entry. A strong emphasis on filing, data extraction, and adherence to Florida statutes is essential.

Qualifications

• Excellent customer service skills and knowledge of Office 365 products (Word, Excel, Outlook).
• Ability to type at least 35 words per minute.
• Knowledge of vital statistics program and applicable laws, rules and procedures.
• Knowledge of office procedures and practices.
• Ability to interpret and apply departmental rules, regulations, and office procedures.
• Ability to organize and maintain records and files.
• Ability to plan, organize, and coordinate work assignments.

Responsibilities

• Review and evaluate court orders and documents for eligibility and corrections.
• Communicate program information to county vital statistics staff, state and federal agencies, clerks of court, attorneys, funeral directors, hospital staff and the public.
• Prepare correspondence related to birth/death record corrections and name changes.
• Extract and merge data from the vital statistics database to reflect amendments.
• Enter filing fees into the fee accounting/tracking system and produce daily reports.
• Search and retrieve vital records using databases and manual indexes.
• Maintain knowledge of Florida statutes, rules and procedures.
• Maintain orderly correspondence files and filing system.
• Monitor workload and performance; perform related duties as assigned.

Skills

Verbal and written communication

Office procedures and practices

Plan, organize, coordinate work

Record keeping

Typing 35 wpm

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:885197

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64026124

Job posting category (OPEN COMPETITIVE POSTING)

Your Specific Responsibilities

The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces. The bureau issues more than 2.8 million certified copies annually. A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present. Marriages, and divorces, 1927 to present, are available for certification from the state office. The bureau maintains more than 22 ½ million vital records. The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of 67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

Position Description

This position requires the exercise of a high degree of initiative and independent judgment in the technically varied and complex assignments involved in receiving, reviewing, evaluating and processing birth and death amendment requests resulting from errors contained on original birth and death records and court ordered legal name changes. Compliance with confidentiality requirements as mandated by law is critical to this position. Duties are as follows:

1. Reviews and evaluates court orders and other supporting documentation to determine eligibility ensuring compliance with Florida Statutes, rules and program policies as they relate to the correction of birth and death records and amendment to birth records resulting from court ordered legal name changes.
2. Communicates extensively and provides program information and technical assistance to county vital statistics staff, state and federal agencies, clerks of court, attorneys, funeral directors, hospital staff and the general public by written correspondence, telephone and walk-in service.
3. Composes and prepares correspondence and other related materials as they relate to the correction of birth and death records as well as amendments to birth records resulting from court ordered legal name changes.
4. Extracts and merges data contained on the vital statistics database to reflect amended information.
5. Computes, verifies proper filing fees and enters monies received for amendment requires into the vital statistics fee accounting/tracking system; prepares daily reports relative to this activity. Updates and monitors the fee accounting/tracking system related to activity and/or status of requests.
6. Searches and retrieves vital records using various databases of birth, death, marriage and dissolution of marriage data as well as conduct manual searches utilizing hardcopy indexes and microfiche.
7. Acquires and maintains a thorough knowledge of applicable Florida Statutes, rules and program policies and procedures.
8. Maintains correspondence files in a logical sequence ensuring files are complete and properly filed according to the established filing system.
9. Maintains a lot of time involved in unit activities for workload analysis, monitoring purposes and performance review.
10. Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities

1. Knowledge of the principles and techniques of effective verbal and written communication.
2. Knowledge of vital statistics program and applicable laws, rules and procedures.
3. Knowledge of office procedures and practices.
4. Ability to interpret and apply departmental rules, regulations, and office procedures.
5. Ability to organize and maintain records and files.
6. Ability to plan, organize, and coordinate work assignments.
7. Ability to maintain effective working relationships with others.
8. Ability to communicate effectively verbally and in writing.
9. Skill in operating office equipment including a personal computer, 10-key adding machine, copy machine, fax machine and all Microsoft Office products such as Word, Excel, Outlook etc.
10. Incumbent must be able to type at least 35 correct words per minute.

Minimum Qualifications

Excellent customer service skills and knowledge of Office 365 products such as Word, Excel and Outlook.

Florida Department of Health Mission, Vision, and Values

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

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work

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

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 protecting our country.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). 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.

VETERANS’ PREFERENCE

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.