Administrative Specialist
Commonwealth of Kentucky, Frankfort, KY, United States
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11/24/2024 (7:00 PM EST)
24-06969
Administrative Specialist
Pay Grade12
Salary
$49,533.60 Annually
Employment Type
EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK
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Hiring Agency
Cabinet for Health & Family Services | Department for Public Health
Location
275 E Main Street
1 E-A
Frankfort, KY 40621 USA
Description
The Cabinet for Health and Family Services (CHFS) is home to most of the state's human services and healthcare programs, including the Department for Medicaid Services, the Department for Community Based Services,the Department for Public Health, the Department for Aging and Independent Living, and the Department forBehavioral Health, Developmental and Intellectual Disabilities. CHFS is one of the largest agencies in stategovernment, with nearly 8,000 full- and part-time employees located across the Commonwealth focused onimproving the lives and health of Kentuckians.
The Department for Public Health's Vital Statistics Branch is the only official system of vital statistics inthe Commonwealth. The Vital Statistics Branch continues to work toward systems development to modernize manualprocesses. There is a need for continued development of systems in support of core functions. The VitalStatistics Branch functions include quality control and information systems activities directly supporting andprotecting vital records. The Vital Statistics Branch is comprised of dedicated individuals who provideexcellent customer service.
The Administrative Specialist II position will provide excellent customer service and follow office policy forFront Desk Unit and the Vital Statistics Branch. Interpret and apply laws, rules, regulations, and policiesapplicable to the administration of Vital Statistics confidential records. Ensure HIPAA laws are followed.Work directly with customers providing excellent customer service in the issuance of certificates.
Responsibilities and Duties:
- Provide professional level support in the review, processing, and collection of fees and delivery ofcertificates. Review printed certificates for errors and mail to customers within the prescribed time frames.Enter fees into the Kentucky Vital Events Tracking System (KVETS) accurately and timely.
- Utilize excellent customer service skills throughout all customer transactions via the Front Desk Customer Service counter.
- Ensure correct fees are collected and correct change is given when appropriate. Ensure checks are properlyendorsed and applications contain complete information. All application information must be accurately enteredinto the accounting system to create an audit trail of receipt. The accounting system must balance with cashand checks deposited daily. Contact supervisor immediately if necessary to assist with unusual situations.
- Ensure certificates are error free and correct certificates are issued.
- Ensure correct information is provided when advising clients. Ensure customers are promptly directed to the correct person or unit for assistance.
- Ensure all voided safety paper is stamped and logged into the Sharepoint tracking system by the end of each day. Ensure orders not claimed are filed at the end of each day, and orders are complete when filed for pick-up or delivery.
- Safeguard all vital event records, ensuring HIPAA guidelines are followed, when in personal
- Ensure laws, rules, and regulations are interpreted correctly to provide customers with correct information. Distribute workload amongst staff and assist unit supervisor to ensure daily orders received are processed within audit guidelines.
- Conduct initial searches for all assigned certificate orders using standard vital statistics search tools and move order to Manual Search if unable to locate. Review certificates for accuracy and verify information with original document in the vault. Work with constituents and staff to resolve delays in filing andinconsistencies in vital records.
- Follow KRS 213 mandates of appropriate fees received for certificates requested. Orders requiring furtherresearch are updated in KVETS before close of business each day. Ensure the certificates located are thecorrect certificates requested by the customer, provide appropriate documentation as needed, and that thecorrect number of certificates are printed. Assign to, or work with, appropriate staff to resolve certificatediscrepancies.
- Ability to work under pressure and decision-making
- Leadership skills
- Organizational and communication skills
- Typing and spelling
- Attention to detail
- Analytical and creative thinking
- Time management
- Teamwork and initiative
- Ability to lift up to fifty pounds
For more information on E-Verify, or if you believe that CHFS has violated its E-Verify responsibilities,please contact Department of Homeland Security (DHS) at 888-897-7781 or https://www.e-verify.gov/
Minimum Requirements
EDUCATION:Graduate of a college or university with a bachelor's degree.
EXPERIENCE, TRAINING, OR SKILLS:One year of professional, administrative, or business experience.
Substitute EDUCATION for EXPERIENCE:Additional education will substitute for the required experience on a year-for-year basis.
Substitute EXPERIENCE for EDUCATION:Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.
SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.):NONE
Working Conditions
Incumbents working in this job title primarily perform duties in an office setting.
Probationary Period
This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
If you have questions about this advertisement, please contact Courtney Naber at courtneyj.naber@ky.gov or 502-564-4904.
An Equal Opportunity Employer M/F/D