RECORDS TECHNICIAN - 64028006

Florida; Quincy (CA); On-site; USD 35,000 - 40,000; Full time

Job summary

Florida Department of Health in Quincy, FL is seeking a Records Technician to manage vital statistics records, issue certified copies, and supervise data entry tasks in HMS. The role handles appointment scheduling, customer service, payments, and daily cash handling while ensuring accuracy, compliance, and secure document handling in a public health setting.

It also supports Vital Statistics reporting, retention, and inter-agency coordination with sub-registrars, hospitals, and attorneys.

Qualifications

• Minimum two years of professional customer service experience.
• At least one year of professional experience in an office or medical setting.
• Strong data entry and cash handling abilities.

Responsibilities

• Process and issue vital records with accuracy and timeliness.
• Assist with appointment scheduling and client intake in HMS.
• Manage payments and balance cash drawer daily.
• Provide high-quality customer service and respond to inquiries.

Skills

E Vitals System

HMS

P-Card

Flair

Scanning

Faxing

Phone operator

Data accuracy

Communication

Independent work

Problem solving

Organization

Financial accountability

Tools

HMS

E Vitals System

Flair

P-Card

Job description

Requisition No: 884121

Agency: Department of Health

Working Title: RECORDS TECHNICIAN - 64028006

Pay Plan: Career Service

Position Number: 64028006

Salary: $34,760 - $40,000

Posting Closing Date: 09/30/2026

Total Compensation Estimator Tool

Open Competitive

THIS IS AN ANTICIPATED VACANCY

Your Specific Responsibilities:

This position serves as the Deputy Registrar for the Vital Statistics program in a Department of Health public health unit, responsible for issuing, editing, registering, and certifying vital records while ensuring accuracy, compliance, and secure document handling. The role manages daily processing of birth, death, marriage, and divorce records, maintains required reporting and record retention, and provides client services including appointment scheduling, eligibility verification, intake updates, and responding to inquiries. Additional duties include data entry in HMS, supporting medical records tasks, managing mail distribution, collecting payments, and balancing the cash drawer to ensure efficient clinic operations and consistent, high‑quality service.

Vitals Statistics DutiesReceives and reviews birth, death, and fetal death certificates for completeness and accuracy, ensuring submission within required time frames. Determines applicant eligibility for records and issues certified copies; supervises, trains, and provides technical assistance to local sub‑registrars, funeral directors, hospital staff, physicians, and attorneys. Collects, records, and processes fees; reviews and reconciles JT requests from the State Vital Statistics Office in Jacksonville; follows up with clients within two business days; monitors usage of certified birth and death paper, documents voided pages, and reports discrepancies to Jacksonville; and maintains vital records according to the state retention schedule, including updates to related policies and procedures. Additionally, assists in preparing the Quarterly Vital Statistics report, completing the Annual Vital Statistics Self‑Assessment Tool, and maintaining safety paper ordering, inventory counts, and logs. This position also sorts, stamps, and distributes all incoming and outgoing mail to designated departments.

Customer Service, Appointment Scheduling & Program Support
Schedules and rescheduling client appointments in HMS according to clinic templates, including services for Breast and Cervical, TB, Epilepsy, and the Insulin program. Sends appointment reminders, determines program eligibility, ensures accurate financial and insurance information, and greets and assists clients upon arrival. Verifies intake information, issues receipts, provides general information, answers client questions, explains service costs, and informs clients of past‑due balances while attempting collection when appropriate. Updates client information in HMS during check‑in and handles incoming Health Department calls, providing information and directing callers to the appropriate staff or services.

Data Entry & Records Management
Performs detailed data entry by entering and updating demographic, financial, and insurance information in HMS; scans and uploads supporting documents; verifies insurance coverage using available databases; and maintains accurate electronic records. Supports Medical Records by copying, scanning, and faxing documents to legal entities or medical offices as needed.

Payment Handling & Cash Management
Accepts and records payments made by cash, check, or credit card; maintains and secures the cash drawer; balances it daily; ensures accurate receipting; and enters billing information each day.

Other Duties
Performs additional related responsibilities as assigned by management.

Required Knowledge, Skills, and Abilities:

• Ability to utilize equipment for: E Vitals System, HMS, P-Card guidelines, Flair, Scanning, Faxing, and phone operator.
• Ability to review data for accuracy and completeness.
• Ability to perform basic arithmetical calculations.
• Ability to communicate effectively.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain a competent, professional and effective rapport and interactions with associates, customers and vendors
• Ability to create and maintain measures for financial accountability

Qualifications:

Minimum - At least two years professional experience in a customer service role.

At least one-year professional experience in an office/medical setting.

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:

Florida Department of Health in Gadsden County (Gadsden County Health Department)

278 LaSalle Leffall Dr. Quincy, FL 32351

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

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

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 reflect 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.