Administrative Assistant

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Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT I -

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 of67 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 provides administrative and fiscal support in the operation of a records management and control program in the Administrative Services Unit. Review operational procedures for ordering, storing, shipping, inventory, and assist billing for safety paper to various agencies. Additional responsibilities include performing accounting, purchasing and fiscal duties within the Administrative Service Unit.

1.Maintains a continuous control of inventory of safety paper, vital records, archived records, and supplies in the Bureau of Vital Statistics (BVS) Office. This includes the assisting in ordering safety paper, tracking and receiving of shipment and storing safety paper in the Vital Statistics Warehouse. Meets with administrative and technical personnel to discuss problems involved in controlling safety paper. Recommends methods and procedures to improve the storing, inventory, and security of records.

2. Assists in collecting the cash, checks, money orders, and terminal settlement reports from the Client Service Unit for the daily deposit. This includes verifying totals collected match the All Teller Report for current day; and delivers it for the preparation of the daily bank deposit within established policies and procedures.

3. Receives and reviews requisitions from offices within the BVS and the 67 County Health Departments (CHD) to determine eligibility for issuance of safety paper. Prepares shipment of safety paper for delivery per requisition within established policies and procedures. Monitors inventory of safety paper by updating and editing spreadsheets by logging audit control numbers numerically. Provides fiscal data for invoicing CHD’s.

4.Assist in providing input preparing and updating reports and spreadsheets to monitor operating budget, printing various reports to monitor operating budget, and conduct daily administrative activities.

5.Assists in updating and editing the employee training spreadsheet which includes Train courses, People First classes, and other miscellaneous training environments.

6.Assists in maintaining and updating State Owned Property in the Asset Manager System. This includes new asset items, surplus items, property transfer items, etc.

7.Performs other related duties and special assignments as required and requested such as travel.

1. Knowledge of the principles and techniques of effective communication.

2. Knowledge of the methods of data collection.

3. Ability to understand and apply applicable rules, regulations, policies and procedures.

4.…