Records Technician

Responsibilities

• Determine applicants’ eligibility by verifying court documents, affidavits and notarized statements for records, and issue certified copies of birth and death certificates to the general public, funeral homes, government agencies, law enforcement, etc.
• Provide phone and in‑person prompt and courteous assistance to funeral homes, hospitals, and public inquiries. Provide consultation and expert advice to management or other groups on technical, systems‑related, or process‑related topics.
• Handle assigned funeral homes, review death certificates and burial transit permits for completeness, accuracy, timeliness, acceptability, and registration of the same. Locate and retrieve files upon request from authorized users. Issue certified copies and enter safety paper numbers into the E‑Vitals system to stay in compliance with finance and accounting procedures.
• Process and separate building mail and correspondence for birth and death certificates, determine when to utilize form letters and vital statistics forms. Maintain files and control records to show status of action in processing correspondence. Sort or classify information according to content, purpose, user criteria, or chronological, alphabetical, or numerical order. Mail out processed mail requests.
• Cashier and/or perform information window duties on a weekly rotating basis and when office coverage is necessary. Input payment types of cash, check, credit card, invoice and payment vouchers and compile and prepare various financial reports daily.
• Scan or read incoming materials to determine filing order or location. Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Attend trainings and perform other cross‑trained duties during vacations, breaks, and lunches as assigned by manager.
• Maintain proficiency with software applications/programs and other office equipment commonly used by the department (e.g., HMS, Outlook, Word, Excel, copier/scanner, paper shredder, fax machine, calculator, printers).
• Employee may be required to work before, during, and/or beyond normal work hours or days in the event of an emergency. Emergency duty may include working in special needs or Red Cross shelters, or performing other emergency duties including responses to threats involving disasters.

• Basic arithmetic.
• Correct grammar usage.
• Effective verbal and written communication.
• Problem solving.
• Computer software applications (Microsoft Office with Outlook, Excel, and Word).
• Critical thinking—judgment.
• Operate commonly used office equipment (computers, copier/scanner, paper shredder, fax machine, calculator, printers).
• Plan, organize, and coordinate tasks.
• Establish and maintain effective working relationships with others.
• Review data for accuracy and completeness.
• Perform mathematical calculations.
• Interpret and apply rules, regulations, policies, and procedures.
• Manage time.
• Be dependable and follow through on assignments.
• Remain calm and effective in fast‑paced environments.
• Produce work products that meet intended objectives.
• Review, accept, and reject data relating to records and procedures.
• Prepare and audit reports and correspondence.

• Experience in customer service in fast paced environment.
• Experience in data entry.
• Experience in interpreting laws, regulations, policies, and procedures as they relate to confidential paperwork/documentation.
• Experience in preparing and auditing reports and correspondence.

• Read, speak, and write in both English and Spanish.
• Experience in cashiering.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

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.

The successful candidate will…