RECORDS SPECIALIST

Records Specialist - 64057441

This is a highly independent position serving as a Records Specialist for the Florida Department of Health – Sarasota County Vital Statistics Office, under the supervision of the Vital Statistics Manager. The role is part of a team responsible for maintaining vital records (birth, death, and fetal death) in compliance with Florida Statutes and Department of Health policies, rules, and regulations. Training is provided. The person in this position must be able to correctly interpret Chapter 382, Florida Statutes, and Chapter 64V-1, Florida Administrative Code to perform duties as a Deputy Registrar in a large county health department. Independent decision-making is essential, as this individual handles direct inquiries from the public and provides technical assistance to local funeral home sub-registrars, hospital medical records personnel, medical examiner staff, birthing centers, midwives, funeral directors, and direct disposers, with minimal supervision.

Your specific responsibilities include preparing certified copies of vital records for issuance to the public, funeral homes, and government agencies. Determine applicant eligibility, verify identification, and process applications for walk-in customers, faxed orders (for courier pickup), and telephone orders (charged to a credit card). Assist customers with amendment forms and procedures as needed. Enter each transaction into the EVitals computer system. Process daily mail requests and VitalChek orders, determine applicant eligibility, and issue certified copies and receipts by return mail. Maintain a mail log in Microsoft Excel, recording all returned mail orders daily. This system is also used to track customer inquiries regarding order status. Perform secretarial duties, answer phones, maintain and organize files and records, and order supplies. Prepare correspondence and interpret regulations for the public and preparers of vital records. Maintain updated Microsoft Word lists of nursing homes, hospitals, and ALFs, and distribute them regularly to appropriate groups. Generate and verify summary reports of daily financial activities entered into EVitals at the close of each business day. Prepare and distribute copies to the Fiscal and Vital Statistics departments according to established procedures. Perform records management duties, including processing birth and death amendments, shredding, and updating locator files. Attend team meetings, Health Department staff meetings, and participate in staff development activities as appropriate. Maintain client confidentiality in accordance with Florida Statutes and DOH policy. Perform related duties as necessary with flexible scheduling. All other duties as assigned.

Required knowledge, skills, and abilities include knowledge of and ability to interpret Chapter 382, Florida Statutes and Chapter 64V-1 Florida Administrative Code. Ability to operate office machines, i.e., copier, credit card machine, automation equipment for data input/retrieval of information and records, and laptop computers. Ability to use Microsoft software, Excel, Word, Outlook, and HCMS Vital Statistics software.

Qualifications: Minimum - proficient in utilizing computer technology. Preferred – experience with records and database management. Experience working in a clerical/office environment.

Where you will work: Main office - William L. Little Health & Human Services Center 2200 Ringling Boulevard Sarasota, FL 34237 1-2 days/week - Robert L. Anderson Administration Center 4000 S Tamiami Trail Venice, FL 34293