ADMINISTRATIVE ASSISTANT I - 64042204

Date: May 28, 2024

Location:

JACKSONVILLE, FL, US, 32202

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 829833

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64042204

Pay Plan: Career Service

Position Number: 64042204

Salary: 32,760.00 - 40,000.00

Posting Closing Date: 06/01/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

DOH-Vital Statistics

THIS IS AN INTERNAL AGENCY OPPORTUNITY :

APPLICATIONS WILL ONLY BE ACCEPTED FROM EMPLOYEES CURRENTLY EMPLOYED BY THE

DEPARTMENT OF HEALTH IN A CAREER SERVICE,

OPS, SES, OR SMS, POSITION.

(DOES NOT INCLUDE CITY, COUNTY, OR CONTRACTED EMPLOYEES)

Administrative Assistant I, Position #64042204 Jacksonville, Duval County

This position may be filled at the minimum of the pay grade ($32,760.00)

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 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 is in the Computer Issuance & Lobby Operations Unit. The incumbent is responsible for complex technical work in the operations of records management involving the storage, preservation, and issuance of Florida's birth, death, fetal death, marriage and dissolution of marriage records. This position requires independent judgment and interpretive skills to ensure compliance with Florida Statutes and Florida Administrative Code as they relate to the issuance of vital records and records management retention schedules.

Handles large volume of incoming telephone calls received through the client services hunt group from clerks of court, state and federal agencies, attorneys, and the general public and provide information on eligibility and issuance, procedures for requesting additional searching, or the status of a request.

Consult's person-to-person with clients visiting our facility to obtain information, and/or vital records, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification from computer database or digital image, and ensures proper tracking of safety paper audit control number. Hand delivers record to walk in client. Calculates applicant's expense based on type of service and number of certifications requested, and balances funds at the end of each day.

Reviews requests for computer generated vital record certificates, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification and ensures proper tracking of safety paper audit control number. Verifies mailing information and prepares package for shipping. Ensures expedite orders are given top priority. Calculates applicant's expense based on type of service and number of certifications requested, and balances funds at the end of each day.

Processes downloads received from our contracted vendor 7 times daily, prints work orders for distribution to appropriate unit within the Vital Records Section, imports orders into database. Closes batches at the end of the business day and reconciles funds against electronic payment from contracted vendor.

Corresponds with clients by phone, mail, or email regarding requests for vital records and restrictions as to the issuance of confidential information, fees, search capability and other activities associated with the issuance of these records.

Maintains reports on work production, safety paper audit control number tracking and money reconciliation. Organizes and boxes the applications and accompanying correspondence for retention pursuant to Records Management requirements by the Department of State.

Performs other related duties as assigned including records preservation projects.

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

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 relationship 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. Knowledge of Statewide E-Vitals System.

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:

Department of Health Bureau of Vital Statistics, 1217 N. Pearl Street Jacksonville, FL 32202

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.

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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Nearest Major Market:Jacksonville