State of Florida
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Working Title:
OPS RECORDS SPECIALIST - 64913099
Requisition No:
861617
Position Number:
64913099
Pay Plan:
Temp
Salary:
$17.68 per hour
Posting Closing Date:
12/13/2025
Responsibilities 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 the 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 work independently and prioritize work assignments.
Ability to handle monetary transactions (receiving cash and making change).
Basic knowledge of data entry.
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:
Customer service experience, cash handling experience.
Preferred:
Preference to be bilingual in English and Spanish.
Benefits
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)
Deferred Compensation (voluntary)
Employee Assistance Program (voluntary)
And more!
For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.
Location 1350 NW 14 Street, Miami FL 33125
Additional Information Successfully completing a drug test is a condition of employment for safety‑sensitive positions. The 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.
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 www.sss.gov.
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 / Affimative 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 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.
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Working Title:
OPS RECORDS SPECIALIST - 64913099
Requisition No:
861617
Position Number:
64913099
Pay Plan:
Temp
Salary:
$17.68 per hour
Posting Closing Date:
12/13/2025
Responsibilities 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 the 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 work independently and prioritize work assignments.
Ability to handle monetary transactions (receiving cash and making change).
Basic knowledge of data entry.
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:
Customer service experience, cash handling experience.
Preferred:
Preference to be bilingual in English and Spanish.
Benefits
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)
Deferred Compensation (voluntary)
Employee Assistance Program (voluntary)
And more!
For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.
Location 1350 NW 14 Street, Miami FL 33125
Additional Information Successfully completing a drug test is a condition of employment for safety‑sensitive positions. The 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.
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 www.sss.gov.
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 / Affimative 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 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.
#J-18808-Ljbffr