Records Specialist - Ses - 64054327
Requisition No: 69509 Agency: Department of Health Working Title: RECORDS SPECIALIST - SES - 64054327 Position Number: 64054327 Salary: $ 50,401.93 Posting Closing Date: 08/19/2019 Brief Position summary This is a leadership position responsible for the development and management of the Vital Statistics office in an organization focused in innovation, creativity, accountability, responsiveness and excellence. This position partners with the County Health Department Financial Administrator develop data-driven decision-making strategies, create aligned and successful strategies and operational directions to formulate changes and improvements, and lead a team of dedicated deputy registrars aligned with the organization strategic plan and objectives. The person in this position must be able to correctly interpret Chapter 382, Florida Statutes (Vital Statistics) to perform duties and to provide technical assistance to sub-registrars, hospital medical records personnel, funeral directors and physicians. Duties & Responsibilities The incumbent, an employee of the Manatee County Health Department, represents the agency and its mission and values. The incumbent is a part of the global public health organization and is expected to promote cooperation, courtesy and teamwork in a diverse environment. The incumbent exercises independent judgment in applying policies and procedures. This employee works under the direct supervision of the County Health Department Financial Administrator. This position directs the administrative and programmatic functions and oversees the operation of the Manatee County Vital statistics Unit which is responsible for the registration and processing of all birth, death, and fetal death record events which occur in this county. Plans, directs and supervises the daily activities of staff engaged in monitoring electronic birth and death records, and review of paper records for accuracy, completeness and timeliness. Follow up on late certificates. Monitors and oversees data input and retrieval involved with the issuance of birth and death and fetal death certifications in order to ensure client eligibility requirements are met as set forth in Florida Statutes 382 and the Bureau of Vital Statistics. Responsible for daily monitoring the safety paper usage to ensure all certifications issued have been accounted for in accordance with state guidelines. Work in conjunction with the state office on compliance issues; working with physicians, funeral directors, medical examiners for the timely filing of death records as outlined in Vital Statistics laws and regulations which govern the preparation, submission and management of vital records. Attend monthly conference calls or any meetings related to the vitals program conducted by the state office. Conducts quarterly report. Serve as liaison for interpretation and administration of regulations with local county, state and federal agencies, attorneys, funeral directors, physicians, hospital administrative personnel, other department directors and the general public. Responsible for section staff training and development, hiring, selection, developing performance plans, conducting performance appraisals, planning and directing their work, approve leave, and taking disciplinary action as appropriate. Provide training and technical assistance to funeral homes, all hospital labor and delivery units that are responsible for submitting paper birth and death and fetal death records to Vital Statistics. Manages the E-Vitals book keeping system and cash operations involved in the collection of charges for certifications of vital records. Ensure the daily financial reports and deposit is completed at the close of each business day in accordance with finance requirements. Prepare all end of month reports to monitor Vital Statistics performance standards. Performs other tasks as directed. Attend General Staff Meetings, CDR conference calls, DOH-Manatee Leadership Training, and other annual mandatory training as required by DOH-Manatee Training Policy. Must maintain quality of services in all tasks associated with this position Emergency Duty-incumbent may be required to work during or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural. As a DOH-Manatee employee will be expected to report for duty during and/or after the disaster as needed. At all times, maintains confidential details such as social security numbers, medical documents, and other confidential data in a secure manner. Respects the confidentiality of personnel related issues by not discussing with unauthorized staff. Ensures discussions held between authorized staff cannot be overheard by unauthorized staff. Reports suspected breaches of security to supervisor immediately. Performs other related duties as needed. This position may require reaching, bending, stretching, twisting and stooping Knowledge, Skills and Abilities Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of distributed processing operations, procedures, and equipment. Knowledge of problem-solving techniques. Knowledge of computers and software. Knowledge of the principles, practices and techniques of computer programming and/or computer systems analysis. Knowledge of the principles related to providing customer service. Knowledge of data security and data protection best practices. Expertise to process details logically and solve problems. Expertise to develop training programs related to distributed processing operations and procedures. Expertise to monitor and resolve problems with distributed computer systems components. Expertise to identify and define user task needs. Expertise to communicate effectively. Expertise to establish and maintain effective working relationships with others. Expertise to plan, organize and coordinate work assignments. Skilled at installing and providing technical support for software applications and operating systems. Skilled at installing and testing Personal Computer hardware. Skill performing application analysis, designing applications, writing application specifications and documentation. Min Requirements Associate Degree (or equivalent work history) Employment and knowledge of Department of Health Deputy Registrar Desirable Requirements Fluent in reading, writing and speaking English and Spanish. Important Notices- Please be advised: **Note: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. ** Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days. Current State Employees - Salary for current employees is based on employee’s current payband/ paygrade. Male candidates 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 details, visit http://www.sss.gov . This job mandates a security experience investigation 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 experience investigation. 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 on the date of your retirement. The successful applicant will be required to complete the Form I-9 and that info 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. 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 1st Service Center (1-866-663-XXXX). 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.
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