State of Florida
RECORDS MANAGEMENT ANALYST SES
State of Florida, Hudson, Florida, United States, 34669
Requisition No: 841071
Agency: Department of Health
Working Title: RECORDS MANAGEMENT ANALYST SES - 64085432
Pay Plan: SES
Position Number: 64085432
Salary: $37,760 - $45,000
Posting Closing Date: 11/14/2024
Total Compensation Estimator
Tool
Thank you for your interest in career opportunities with the Florida Department of Health in Pasco County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.
The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and
community efforts
and its efforts and its vision to be the
Healthiest State
in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of
I nnovation,
C ollaboration,
A ccountability,
R esponsiveness and
E xcellence in all aspects of their work.
INTERNAL POSTINGS: Only current Department Of Health employees will be considered
Your Specific Responsibilities:
This position will Supervise the Vital Statistics Office at Pasco County Health Department. This position requires managing a monitoring system of death related do communicable disease and of fetal and infant deaths. The incumbent will directly supervise Records Technicians and OPS staff within the office. Responsible for the supervision of staff including appraisals, planning and direction their work, approving leave, and having the authority for hiring and taking disciplinary action or effectively recommending such actions.
Management Duties
Analyze operational problems in the vital statistics unit and develop and implement solutions to best meet the needs of the customers. Review changes in policies, procedures, rules, and regulations and determine the impact on the services of the vital statistics unit. Provides direction, guidance and consultation to hospital & funeral home administrators and their staff in the management and operation of service programs and responsibilities. Provides on-going training giving technical supervision to all staff issuing birth certificates in the Tax Collector's offices throughout Pasco County, monitoring the birth certificate issuance at each of the Pasco County Tax Collector's sites, and performs site visits at each location.
Supervisory Duties
Supervises direct reports including motivating, training, providing guidance, and direction. Develops expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed. Maintains vacation and work schedules to ensure proper coverage and completes timesheets. Ensures all staff complete required training and are offered additional training. Direct the activities of staff engaged in collecting, inspecting, correction, recording, maintaining, filing of vital records and issuance of certified copies of birth, death, and fetal death records from the EVitals database as well as paper records. Monitor staff activity in the EVitals program for data entry accuracy and completeness, and client eligibility compliance. Ensure adequate staff coverage for service provision during regular business hours. Ensure that staff are knowledgeable in the changes in rules and regulations and implement policy and procedural accordingly
Records Maintenance
Plan and administer the maintenance of correspondence files. Serve as Information Custodian for the Vital Statistics unit for assigned information sets; maintaining the confidentiality for the information in accordance with state and federal statutes, rules, regulations and DOH Information Security Policies, Protocols and Procedures, in accordance with Protocol: Security -3,V, Section 1-3. Open and respond to incoming mail from funeral directors, attorneys, hospitals, courts, and individuals requesting birth or death records. Match requests with accompanying checks and log as to amount, purpose, and requester's name. Ensures that all mail requests reaching the office via mail or electronic mail is answered within 24 hours or acknowledge customer's request.
Customer Service/Quality Improvement
Ensure customers are promptly served. Provide direct services to the public requesting copies of vital records, as needed. Respond promptly to telephone requests regarding certified copies of birth or death certificates, as well as other information requested. Resolve customer complaints in an equitable manner. Participate in quality improvement activities (e.g. customer satisfaction surveys) and analyze results, implementing changes, as necessary. Assist parents in completing amendment and acknowledgment of paternity forms. (This requires explaining the forms and the penalties that can follow if the forms are falsified).
Enforcement Duties
Enforce laws and regulations in recording and issuance of vital records and report infractions to the State Office of Vital Statistics. Investigate possible fraudulent requests and alterations of records. Cooperate with FBI, CIA, Passport Agency, Customs and Immigration officials, and other government agencies in their investigations.
Fiscal Duties
Count all monies in both cash and checks received in office. Prepare necessary fee transmittal report. Submit money and balance fee report to business office daily. Maintain adequate internal controls with regards to handling money. Provides monthly reports to supervisor including revenue report and the CDR Transaction Report showing the issuance of courtesy and replacement copies
Training
Participate in vital statistics training meetings, keeping up to date on vital statistics as rules and regulations change.
Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed.
Required Knowledge, Skills, and Abilities:
Knowledge of the principles and techniques of effective communication.
Ability to collect, record and analyze data relating to records or operational procedures.
Ability to prepare reports.
Ability to understand and apply applicable rules, regulation, policies and procedures.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Qualifications:
Minimum: Vitals Statistic Office Experience
Prefered: Associate's Degree
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:
7509 State Road 52, Hudson, FL 34667
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;Paid Parental Leave;State Group Insurance coverage options, including health, life, dental,vision, and other supplemental insurance options;Your take home pay can be significantly influenced by your insurance premiums. Compare your current premium with the State of Florida employee premiums!
Monthly employee premium for the standard PPO/HMO:Single coverage is $50Family coverage is $180Monthly employee premium for the High Deductible Health Plan PPO/HMO:Single coverage is $15Family coverage is $64.30Retirement 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, 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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.
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.
Location:
Agency: Department of Health
Working Title: RECORDS MANAGEMENT ANALYST SES - 64085432
Pay Plan: SES
Position Number: 64085432
Salary: $37,760 - $45,000
Posting Closing Date: 11/14/2024
Total Compensation Estimator
Tool
Thank you for your interest in career opportunities with the Florida Department of Health in Pasco County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.
The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and
community efforts
and its efforts and its vision to be the
Healthiest State
in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of
I nnovation,
C ollaboration,
A ccountability,
R esponsiveness and
E xcellence in all aspects of their work.
INTERNAL POSTINGS: Only current Department Of Health employees will be considered
Your Specific Responsibilities:
This position will Supervise the Vital Statistics Office at Pasco County Health Department. This position requires managing a monitoring system of death related do communicable disease and of fetal and infant deaths. The incumbent will directly supervise Records Technicians and OPS staff within the office. Responsible for the supervision of staff including appraisals, planning and direction their work, approving leave, and having the authority for hiring and taking disciplinary action or effectively recommending such actions.
Management Duties
Analyze operational problems in the vital statistics unit and develop and implement solutions to best meet the needs of the customers. Review changes in policies, procedures, rules, and regulations and determine the impact on the services of the vital statistics unit. Provides direction, guidance and consultation to hospital & funeral home administrators and their staff in the management and operation of service programs and responsibilities. Provides on-going training giving technical supervision to all staff issuing birth certificates in the Tax Collector's offices throughout Pasco County, monitoring the birth certificate issuance at each of the Pasco County Tax Collector's sites, and performs site visits at each location.
Supervisory Duties
Supervises direct reports including motivating, training, providing guidance, and direction. Develops expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed. Maintains vacation and work schedules to ensure proper coverage and completes timesheets. Ensures all staff complete required training and are offered additional training. Direct the activities of staff engaged in collecting, inspecting, correction, recording, maintaining, filing of vital records and issuance of certified copies of birth, death, and fetal death records from the EVitals database as well as paper records. Monitor staff activity in the EVitals program for data entry accuracy and completeness, and client eligibility compliance. Ensure adequate staff coverage for service provision during regular business hours. Ensure that staff are knowledgeable in the changes in rules and regulations and implement policy and procedural accordingly
Records Maintenance
Plan and administer the maintenance of correspondence files. Serve as Information Custodian for the Vital Statistics unit for assigned information sets; maintaining the confidentiality for the information in accordance with state and federal statutes, rules, regulations and DOH Information Security Policies, Protocols and Procedures, in accordance with Protocol: Security -3,V, Section 1-3. Open and respond to incoming mail from funeral directors, attorneys, hospitals, courts, and individuals requesting birth or death records. Match requests with accompanying checks and log as to amount, purpose, and requester's name. Ensures that all mail requests reaching the office via mail or electronic mail is answered within 24 hours or acknowledge customer's request.
Customer Service/Quality Improvement
Ensure customers are promptly served. Provide direct services to the public requesting copies of vital records, as needed. Respond promptly to telephone requests regarding certified copies of birth or death certificates, as well as other information requested. Resolve customer complaints in an equitable manner. Participate in quality improvement activities (e.g. customer satisfaction surveys) and analyze results, implementing changes, as necessary. Assist parents in completing amendment and acknowledgment of paternity forms. (This requires explaining the forms and the penalties that can follow if the forms are falsified).
Enforcement Duties
Enforce laws and regulations in recording and issuance of vital records and report infractions to the State Office of Vital Statistics. Investigate possible fraudulent requests and alterations of records. Cooperate with FBI, CIA, Passport Agency, Customs and Immigration officials, and other government agencies in their investigations.
Fiscal Duties
Count all monies in both cash and checks received in office. Prepare necessary fee transmittal report. Submit money and balance fee report to business office daily. Maintain adequate internal controls with regards to handling money. Provides monthly reports to supervisor including revenue report and the CDR Transaction Report showing the issuance of courtesy and replacement copies
Training
Participate in vital statistics training meetings, keeping up to date on vital statistics as rules and regulations change.
Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed.
Required Knowledge, Skills, and Abilities:
Knowledge of the principles and techniques of effective communication.
Ability to collect, record and analyze data relating to records or operational procedures.
Ability to prepare reports.
Ability to understand and apply applicable rules, regulation, policies and procedures.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Qualifications:
Minimum: Vitals Statistic Office Experience
Prefered: Associate's Degree
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:
7509 State Road 52, Hudson, FL 34667
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;Paid Parental Leave;State Group Insurance coverage options, including health, life, dental,vision, and other supplemental insurance options;Your take home pay can be significantly influenced by your insurance premiums. Compare your current premium with the State of Florida employee premiums!
Monthly employee premium for the standard PPO/HMO:Single coverage is $50Family coverage is $180Monthly employee premium for the High Deductible Health Plan PPO/HMO:Single coverage is $15Family coverage is $64.30Retirement 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, 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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.
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.
Location: