Administrative Assistant

Administrative Assistant I -

The State Personnel System is an E-Verify employer.

Requisition No: 882500 Agency:
Department of Health

Working Title:

Administrative Assistant I -  Pay Plan:
Career Service Position Number:  Salary: 34,760. Posting Closing Date: 09/06/2026

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 ½ million vital records.

Position Description

This position requires the exercise of a high degree of initiative and independent judgment in the technically varied and complex assignments involved in receiving, reviewing, evaluating and processing birth and death amendment requests resulting from errors contained on original birth and death records and court ordered legal name changes. Compliance with confidentiality requirements as mandated by law is critical to this position.

Duties are as follows:

• Reviews and evaluates court orders and other supporting documentation to determine eligibility ensuring compliance with Florida Statutes, rules and program policies as they relate to the correction of birth and death records and amendment to birth records resulting from court ordered legal name changes.
• Communicates extensively and provides program information and technical assistance to county vital statistics staff, state and federal agencies, clerks of court, attorneys, funeral directors, hospital staff and the general public by written correspondence, telephone and walk-in service.
• Composes and prepares correspondence and other related materials as they relate to the correction of birth and death records as well as amendments to birth records resulting from court ordered legal name changes.
• Extracts and merges data contained on the vital statistics database to reflect amended information.
• Computes, verifies proper filing fees and enters monies received for amendment requires into the vital statistics fee accounting/tracking system; prepares daily reports relative to this activity. Updates and monitors the fee accounting/tracking system related to activity and/or status of requests.
• Searches and retrieves vital records using various databases of birth, death, marriage and dissolution of marriage data as well as conduct manual searches utilizing hardcopy indexes and microfiche.
• Acquires and maintains a thorough knowledge of applicable Florida Statutes, rules and program policies and procedures.
• Maintains correspondence files in a logical sequence ensuring files are complete and properly filed according to the established filing system.
• Maintains a lot of time involved in unit activities for workload analysis, monitoring purposes and performance review.
• Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities:

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 relationships 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.

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  );
Flexible Spending Accounts;
Tuition waivers;
And more! For a more complete list of benefits, including monthly costs, visit

Location:

1217 N Pearl Street, Jacksonville, FL 32202