RECORDS SPECIALIST - 64035974

State of Florida; West Palm Beach (FL); On-site; USD 37,000 - 45,000; Full time

Job summary

Florida Department of Health in Palm Beach County seeks a Records Specialist (64035974) to manage birth and death record requests in a fast-paced, high-volume environment. This bilingual position requires English/Spanish fluency and careful verification of identifications and documentation.

Under supervision, you will process applications in the Vital Statistics system, balance cash drawer, generate reports, and maintain confidentiality of sensitive data.

Qualifications

• Bilingual in English and Spanish.
• Knowledge of general business practices and confidential information handling.
• Ability to verify IDs and process birth/death records accurately.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.

Responsibilities

• Receive and review birth and death record requests for accuracy and completeness.
• Verify proper ID prior to issuance under Florida Statutes 382.
• Input customer information, process payments, and issue certificates in the Vital Statistics system.
• Balance drawer and generate daily financial reports.
• Process online requests via Vital Check and e-Vitals systems.
• Communicate with physicians, funeral directors, and families to obtain required information.
• Prepare and attend staff meetings and perform other duties as assigned.

Job description

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Requisition No:886602

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64035974

Position Number:64035974

Salary: $40,654.64 (Includes CAD of $1,268.80)

This is a Records Specialist position assigned to Vital Statistics Program. This is a bilingual position fluent in English/Spanish . Work is performed under the supervision of the Operations & MGMT Consultant I - SES . This position has an extremely high volume of direct public contact in a very busy, fast paced environment. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. Responsibilities to provide general information to the public on obtaining birth and death records within and outside of Palm Beach County. Interacts with a variety of multicultural individuals seeking certified records information.

This position is a designated sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. Confidential data sets: Vital Statistics – Birth Certificates and Death Certificates, Social Security. Have access to Health Management System (HMS) for the purpose of Employee Activity Reports (EARS). Access to e-Vitals System for processing Birth, Death, Fetal records and review Hospital Birth Logs as needed. Access to Vital Check system as needed for processing on-line customer requests. View, update and release access as needed.

Responsible and accountable for opening and closing safety paper assigned for each day. Receives and reviews birth and death application requests for accuracy and completeness. Verify proper ID prior to issuance, in accordance with Florida Statutes 382. Searches, retrieves and processes certified copies upon request. Input the customer information, number of certificates being requested, receives funds for transaction and issues certificate and receipt into the Vitals System. Accurately balance assigned drawer and generate a financial report at the end of each the day. Responsible for the contents in assigned drawer, including but not limited to, entering security paper numbers of certificates being issued on all applications, records and logs all voided security paper and security paper issued on a daily basis. Responsible for the closing of the credit card machine and print reports at the end of each day. Turning in transactions reports to assigned Lead Records Specialist daily.

Retrieve orders from the Vital Check system, authenticates customer identity and determine customer eligibility according to Florida Statutes 382. Upload requested order from system and automatically populated into the e-Vitals. Collect customer funds through the on-line system. Generates a check-based report on customers eligibility. Print Network Batch Transmission Report for all daily requests.

Works closely with the Lead Worker to contact physicians, medical examiners, funeral directors, and family members to obtain required information and documentation needed to complete and register death records in a timely and accurate manner. Follows up on outstanding cases and assists in resolving issues related to incomplete or pending death certificates

Provides limited assistance and information on preparing Amendments and Acknowledgement of Paternity forms and affidavits to customers. Answers questions and provides routing information on obtaining birth and death records outside of Palm Beach County and Florida States.

Processing faxed death requests from Funeral Homes and have them ready for pick up. Assists the Lead Records Specialists/supervisor as needed with survey of records, analysis and reporting of health statistics as needed.

Prepares agenda for staff meetings as needed. Attends staff meetings and other meetings as directed by the Supervisor. Takes minutes of same, types and distributes to appropriate personnel.

Perform other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position :

• Knowledge of basic principles and practices of business .
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems , do c ument workflow and
• other activities relating to the improvement of operational practices.
• Ability to make decisions based on independent analysis.
• Ability to organize data into logical format for presentation in reports , documents and other written materials.
• Ability to utilize varying problem-solving techniques.
• Ability to work independently and be self-motivated.
• Ability to understand and apply applicable rules , regulations , policies and procedures relating to Vital Stat i stics.
• Ability to plan , organize and coordinate wo rk assignments to meet deadlines.
• Possess strong verbal and written communication skills.
• Ability to effectively communicate with a wide range of organizational staff.
• Ability to establish and maintain effective working relationships with others .
• Possess basic knowledge of Microsoft Word , Excel , Outlook , & PowerPoint.
• Ability to use office equipment such as fax, printer and copy machines.
• Fluent both verbally and writing in English/Spanish

Preferred Qualifications:

• High School Diploma or GED
• Education in business practices
• Experience in vital records

Other job-related requirements for this position:

• Incumbent 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 incumbent includes working in special needs 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.
• Valid Driver’s License
• The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business. State or county vehicles shall be used only for officially authorized duties and not for personal use, unless a specific exception applies under