Administrative Assistant

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Requisition No:882500

Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT I -

Job posting category (STATE PERSONNEL SYSTEM POSTING)

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. 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.

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:

1. 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.

2. 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.

3. 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.

4. Extracts and merges data contained on the vital statistics database to reflect amended information.

5. 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.

6. 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.

7. Acquires and maintains a thorough knowledge of applicable Florida Statutes, rules and program policies and procedures.

8. Maintains correspondence files in a logical sequence ensuring files are complete and properly filed according to the established filing system.

9. Maintains a lot of time involved in unit activities for workload analysis, monitoring purposes and performance review.

10. Performs other related duties as assigned.

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…