• Job Description

  Req#: 803375

  Requisition No: 803375

  Agency: Children and Families

  Working Title: RECORDS TECHNICIAN OPS - 60957203

  Position Number: 60957203

  Salary: $31,200.00-$47,512.39 Annually

  Posting Closing Date: 09/18/2023

  The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking, and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

  Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.

  North Florida Evaluation and Treatment Center (NFETC) is a 216 bed, all male, forensic, mental health rehabilitation facility. The Center is located in northeast Gainesville, Florida on 639 picturesque acres with regular sightings of deer, turkey, and other wildlife. NFETC employs a variety of entry level to leadership positions including food service, maintenance, direct care, nurses, counselors, rehab therapists, medical doctors, security, psychiatrists, and psychologists.

  NORTH FLORIDA EVALUATION AND TREATMENT FACILITY IS A TOBACCO FREE FACILITY.

  TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

  This is a highly responsible and professional position that will serve as Records Technician OPS. This position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.

  Specific Duties and Responsibilities include:

  This position is responsible for transcribing and maintaining the health records of persons in a large mental health facility, includes the filing, thinning, opening, and closing active living area charts and master files.

  • Reviews requests submitted by agencies for records retention schedules to determine the validity of the request and the logic of the presentation.
  • Maintains a continuous control of retention schedules received from agencies and the status of clearance with appropriate agencies.
  • Assists agencies in the screening and selecting of records for retirement or disposal.
  • Provides orientation and training sessions using prepared slide and script presentations to assure that procedures are understood and followed.
  • Reviews retention schedules submitted by local government agencies for bureau approval.
  • Assists in the survey of pertinent records of selected agencies including collecting and assisting in the analysis of the data.
  • Reviews varied phases of organizational structures, procedures, work coordination, work flow, forms and records control.
  • Meets with administrative and technical personnel to discuss problems involved in their procedures and operations.
  • Recommends methods and procedures for the establishment, inventory, transfer or disposal of records, including data processing applications.
  • Develops and prepares bulletins and manuals of instructions for new procedures.
  • Reviews drafts of new and revised forms and makes recommendations for their use or rejection.
  • Determines accreditation status of each institution listed on the application.
  • Requisitions the issuance of specific types of certificates.
  • To ensure customer satisfaction and management excellence, the incumbent in this position must maintain a working knowledge of the hospital's mission statement, vision, values, long term strategic objectives (LSOs), annual business objectives (ABOs), organizational structure, and NEFTC operating procedures relevant to assigned duties and responsibilities.
  • Sorts and accurately files paperwork from the Building Filing Box within 48 hours. Reviews order of record and strips paperwork in accordance with policy and protocols.
  • Ensures that all information thinned from the Building Chart is filed in the Master File within 24 hours. Inspects charts to make sure they are clean and in proper order according to established policies and procedures.
  • Assists with the filing of records in Medical Records charts in accordance with agency guidelines.
  • Conducts quantitative, monthly review of clinical records to determine completeness, accuracy, and conformance with NFETC and agency requirements and state and federal regulations that relate to both the provision of Medical Records services and the documentation practices of the staff.
  • Provides monthly reports of charts audited and deficiencies found. Responsible for other related duties as assigned.
  • The job duties listed above are not intended to be a comprehensive list of duties and responsibilities of the position.
  • The omission of specific job functions does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.
  • Performs related work as required.

  Knowledge, Skills, and Abilities required for the position:

  • Knowledge of the principles and techniques of effective communication.
  • Knowledge of the methods for organizing and presenting data.
  • Ability to conduct meetings and to make presentations.
  • Ability to collect, record and analyze data relating to records or operational procedures.
  • Ability to utilize problem-solving techniques.
  • Ability to prepare reports.
  • Ability to make decisions in a timely manner.
  • Ability to understand and apply applicable rules, regulations, policies and procedures.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.

  Minimum Qualifications:

  • A high school diploma or its equivalent and three years of clerical experience.
  • College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.

  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 Other Personal Services (OPS) employees features a highly competitive set of employee benefits including:

  • State Group Insurance coverage options (for OPS employees who are reasonably expected to work 30 hours or more per week on average), including health, life, dental, vision, and other supplemental insurance options.
  • Savings & Spending Accounts.
  • 401 (a) FICA Alternative Plan administered through VALIC
  • And more!

  For a more complete list of benefits, visit www.mybenefits.myflorida.com

  
  DCF EMPLOYMENT DISCLOSURES

  US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

  SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov.

  RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.

  BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

  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 (1-866-663-4735). 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.

• About the company

  Florida (/ˈflɒrɪdə/, Spanish pronunciation: ) is a state located in the southeastern region of the United States.

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