OPS RECORDS SPECIALIST - 64913097

My Florida Families; Miami, Northern (FL, KY); Hybrid; USD 40,000 - 50,000; Full time

Benefits offered by this job

State benefits package

Job security

Job summary

Florida Department of Health in Miami is seeking an OPS Records Specialist to manage birth, death, and fetal death records in a busy, procedure-driven environment. You will interact with the public, funeral homes, and internal staff while ensuring accuracy and compliance under Florida statutes.

The role involves processing applications via Vital-CheK, managing queue systems, handling payments, and safeguarding confidential information. Training includes adherence to procedures and state policies.

Qualifications

• Experience performing detailed administrative work with vital records.
• Ability to work in a fast-paced environment while providing accurate, sensitive customer service.
• Follows procedures and maintains confidential information with tact and discretion.

Responsibilities

• Review and process Applications for Service (AFS) for birth, death, and fetal death records.
• Process Vital-CheK reports and generate shipping/label details.
• Handle payments via cash, checks, money orders, and cards.
• Open mail, review documents, and file supporting materials.
• Assist public by phone, over the counter, and in person with requests.
• Maintain accurate logs and prepare end-of-day closeout.

Skills

Operate equipment

Data analysis

Record filing

Customer service

Math skills

Communication

Education

Vital records experience

Tools

Q-Flow system

VitalChek system

Job description

Working Title: OPS RECORDS SPECIALIST - 64913097

This is a highly complex, technical, and responsible administrative work position maintaining birth, death, and fetal death records in a very busy and fast‑paced job environment, exercising considerable initiative and independent judgment in caring out assignments and positively interacting with the public using tact and sensitivity and serve as Deputy Registrar under Florida Statute 382 and the direction of the Local registrar and Chief Deputy Registrar.

Review and process Applications for Service (AFS) for death/death certificates from funeral homes, the public, fax, US mail, and via the online ordering system Vital‑Chek which verifies identification documents to ensure that the person ordering the vital records is legally authorized to obtain them. Our agency processes the request, prepares the certificate, and ships it directly to the requestor. Call customers over the counter to provide service and process their requests using the Q‑Flow system, a platform that manages the customers’ queue while supports back‑office processes. Collect payments in the forms of cash, checks, money orders, cashier’s checks, and credit card transactions. Maintain confidential information, review documents to ensure accuracy, retain supporting documentation submitted such as AFS applications, court orders, home births, voids, and dispose of them as outlined in the chief deputy registrar operations manual and the vital records internal procedures.

Provide general information and refer to the State Office inquiries for adoption/putative father, amendments/corrections, Apostille Information, Delayed Birth, Legal Name Change, and paternity. Communicate by phone, electronically, and in‑person with customers clearly in writing, verbally, and handle customer complaints by providing appropriate solutions and alternatives within its limits and follow up to ensure a solution. Process Vital‑Chek reports such as Shipping Labels, UPS manifest, batch receipts, generate labels, closeout/end of the day, search, inquiry, and update notes. File supporting documents for mails/fax orders in file cabinets as established in vital records internal procedure. Open mail, revise applications, revise payments, create/fill out mail slips, distribute within clerks for processing, and hand returns to the assigned clerk.

Support the funeral home customers by processing orders for noncontagious, contagious disease, and contagious disease body removal letters.

Account safety paper, process and record fee waivers, replacements, voids, and logs them on internal control. Verify codes and monitor flagged records such as runaway, abused children, endangered children, not enough funds and fees owed to the state.

Responsible for daily accounting, tracking, and reviewing safety paper and ensuring that voided safety paper is documented accurately. Responsible for the submittal of the safety paper inventory report to the Supervisor at the end of the day.

Perform other tasks as per the office needs.

Required Knowledge, Skills, and Abilities

• Ability to operate equipment, adding machines, computer, printer and scanner.
• Ability to read, interpret, collect and analyze data relating to records for operational procedures.
• Ability to sort and file. Knowledge of principles and process for providing excellent customer services.
• Ability to handle complaints, providing solutions and alternatives with the time limits.
• Excellent basic math skills and quick calculation. Excellent communication skills.
• Ability to establish and maintain effective work relationship with others in multiethnic environment.

Qualifications

Minimum

Experience performing detailed administrative work with vital records in a fast ‑ paced environment while providing accurate, sensitive customer service.

Where You Will Work

1350 NW 14TH STREET MIAMI FL 33125

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.

The Benefits of Working for the State of Florida

Working for the State of Florida is more than a paycheck. As an OPS employee, the benefits below are available:

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)

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.

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.