records specialist

Requisition No:

Agency: Department of Health

Working Title: RECORDS SPECIALIST

 Pay Plan: Career Service

Position Number:

Salary:  $36,000 - $38,000 Annually 

Posting Closing Date: 10/30/2025 

Total Compensation Estimator Tool

This is a highly independent position serving as a Records Technician 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:

• Prepares certified copies of vital records for issuance to the public, funeral homes, and government agencies.
• Determines applicant eligibility, verifies identification, and processes applications for walk-in customers, faxed orders (for courier pickup), and telephone orders (charged to a credit card).
• Assists customers with amendment forms and procedures as needed.
• Enters each transaction into the EVitals computer system.
• Processes daily mail requests and VitalChek orders, determines applicant eligibility, and issues certified copies and receipts by return mail. Maintains a mail log in Microsoft Excel, recording all returned mail orders daily. This system is also used to track customer inquiries regarding order status.
• Performs secretarial duties, answers phones, maintains and organizes files and records, and orders supplies. Prepares correspondence and interprets regulations for the public and preparers of vital records. Maintains updated Microsoft Word lists of nursing homes, hospitals, and ALFs, and distributes them regularly to appropriate groups.
• Generates and verifies summary reports of daily financial activities entered into EVitals at the close of each business day. Prepares and distributes copies to the Fiscal and Vital Statistics departments according to established procedures.
• Performs records management duties, including processing birth and death amendments, shredding, and updating locator files.
• Attends team meetings, Health Department staff meetings, and participates in staff development activities as appropriate. Maintains client confidentiality in accordance with Florida Statutes and DOH policy. Performs related duties as necessary with flexible scheduling.
• All other duties as assigned.

Required Knowledge, Skills, and Abilities:

• 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 –

• High school diploma or GED

Preferred  –

• Experience with Records and Databse Management 
• Experience working in a clerical/office enviroment

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

William L. Little Health & Human Services Building (primary)

2200 Ringling Boulevard

Sarasota, FL 34237

Robert L. Anderson Administrative Building (1-2 days/wk)

4000 Tamiami Trail S

Venice, FL 34293

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits including:

• 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

For more information, please click );

• Flexible Spending Accounts;
• Tuition waivers;
• And more

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

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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. For more information, please visit the SSS website:  

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 upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information 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.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

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.  

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center 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 , F.S., Drug-Free Workplace Act. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

If there are any problems applying online, please call People First Staffing Administration:

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call

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 First Service Center 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 , F.S., Drug-Free Workplace Act.

VETERANS' PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans' Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.