ADMINISTRATIVE ASSISTANT I - 64057377

Requisition No: 854635 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64057377

 Pay Plan: Career Service

Position Number: 64057377 

Salary:  33,760.00 - 45,000.00 

Posting Closing Date: 06/14/2025 

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                                                Job posting category (Internal DOH)

 

 

Internal Agency Opportunity

 Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

 

Administrative Assistant I, Position Number 64057377.  Jacksonville, Duval County

Your Specific Responsibilities:

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 of 67 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.

Position Description

This position is in the Vital Records Section. The incumbent is responsible for complex technical work in the operations of records management involving the storage, preservation, and issuance of Florida’s birth, death, fetal death, marriage and dissolution of marriage records. This position requires independent judgment and interpretive skills to ensure compliance with Florida Statutes and Florida Administrative Code as they relate to the issuance of vital records and records management retention schedules.

Handles large volume of incoming telephone calls received through the client services hunt group from clerks of court, state and federal agencies, attorneys, and the general public and provide information on eligibility and issuance, procedures for requesting additional searching, or the status of a request.

Consults person-to-person with clients visiting our facility to obtain information, and/or vital records, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification from computer database or digital image, and ensures proper tracking of safety paper audit control number. Hand delivers record to walk in client. Calculates applicant’s expense based on type of service and number of certifications requested, and balances funds at the end of each day.

Reviews requests for computer generated vital record certificates, verifies eligibility for confidential records based on requirements as defined in Florida Statutes, conducts thorough search of e-Vitals database, creates electronic application, issues certification and ensures proper tracking of safety paper audit control number. Verifies mailing information and prepares package for shipping. Ensures expedite orders are given top priority. Calculates applicant’s expense based on type of service and number of certifications requested, and balances funds at the end of each day.

Processes downloads received from our contracted vendor 7 times daily, prints work orders for distribution to appropriate unit within the Vital Records Section, imports orders into database. Closes batches at the end of the business day and reconciles funds against electronic payment from contracted vendor.

Corresponds with clients by phone, mail, or email regarding requests for vital records and restrictions as to the issuance of confidential information, fees, search capability and other activities associated with the issuance of these records.

Maintains reports on work production, safety paper audit control number tracking and money reconciliation. Organizes and boxes the applications and accompanying corr