ACCOUNTANT III - reclass to Administrative Assistant II

Administrative Assistant II

Florida Department of Health in Seminole County is looking for a self-motivated, hardworking individual with current Vital Statistics experience to fill our Administrative Assistant II position in the Vitals office. Hours are 7:30 am to 4:30 pm Monday to Friday. This position may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required 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 disasters or threat of disaster, man-made or natural. This position will maintain confidentiality and security of records as specified by departmental regulations and laws. This position is a full-time, in-office position.

Your Specific Responsibilities:

• Assist the public with in person, faxed, mail and online orders and inquires for birth and death records in a friendly manner.
• Verify identity and eligibility for all applicants prior to issuance of certificates in compliance with Florida Statues 382 and administrative code 10D-49.
• Issues computer generated certified copies of birth certificates to parents, legal guardian, Department of Children and Families, DCF partners, attorneys or person certificate is on if of 18 years of age.
• Issues certified copies of death certificates to funeral homes, attorneys, insurance companies, banks, relatives, and other parties with a legitimate reason for obtaining certificates.
• Expedite State queries and express mail shipments to State Office with top priority.
• Provide clients with resources for services not offered in office.
• Calculates applicant's expense based on type of service and number of certifications requested inputs information into e-Vitals for each payment received and for each certified copy, prints receipt for customers and balances funds at the end of each day.
• Assumes responsibility for the use of safety paper, keeps track of safety paper usage.
• Scans safety paper audit control numbers in document sequence, ensures accurate accounting of all safety paper usage by verifying audit control numbers assigned is issued to correct client; thus, preventing duplicate or missing audit control numbers from happening.
• Checks safety paper, document sequence and daily control log at beginning of each day and reconciles the paper at the close of business daily through the safety paper usage and void reports to ensure all paper used has been accounted for and issued in sequential order and then documents the last number used for the day in the daily control log.
• Processes mail and Vital Chek within 48 hours of receiving.
• Reviews requests submitted for certifications of vital records ensuring applicant eligibility for records based on requirements as defined in Florida Statutes 382.
• Answers telephone inquiries regarding the purchase of birth/death certificates and provides contact information for obtaining records from other states.
• Relays laws and regulations regarding issuance, amendments, paternity statements etc.
• Backup to Chief Deputy Registrar (CDR) functions including assist with all Tax Collector Satellite Offices in Seminole County with collection of pertinent paperwork, courier services, delivery of safety paper and reconciliation of applications from Tax Collectors' offices.
• Employee will cover all CDR duties as needed.
• Employee may be dispatched without notice whenever the urgency arises to any Vital Records office and or Tax Collectors' offices.
• Processes mail and within 48 hours of receiving.
• Reviews requests submitted for certifications of vital records ensuring applicant eligibility for records based on requirements as defined in Florida Statutes 382.
• Perform other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Current experience in the Electronic Birth and Death Registration System (evitals state system).
• Ability to understand and properly apply rules, regulations, policies and procedures applicable to the Vital Statistics program and local County Health Department.
• Ability to communicate effectively.
• Skill in operating a personal computer, Microsoft Windows, Outlook and Word.
• Ability to use office equipment 10-key adding machine, copier and fax.
• Recording of Employee Activity Records (EARS) hours in and out of the office must be recorded accurately (data entry).

Qualifications:

• Minimum – Must be able to function in a busy environment and able to perform multiple tasks.
• Ability to work independently, under pressure and to work with Internal and external customers.
• Position requires excellent organizational skills, verbal, and written communication.
• Preferred – advanced computer skills in order to maintain the demand of this position

Where You Will Work: 400 W. Airport Blvd, Sanford Florida 32773

The Benefits of Working for the State of Florida:

• Annual and Sick Leave benefits; Nine paid holidays and one Personal Holiday each year; State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options; Retirement plan options, including employer contributions; Flexible Spending Accounts; Tuition waivers; And more!

For a more complete list of benefits, including monthly costs, visit