RECORDS SPECIALIST -
Date: Apr 8, 2025
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Requisition No: 850578
Agency: Department of Health
Working Title: RECORDS SPECIALIST -
Pay Plan: Career Service
Position Number:
Salary: $35000 - $38241.84
Posting Closing Date: 04/13/2025
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Job posting category INTERNAL ANTICIPATED VACANCY
Your Specific Responsibilities:
This position is responsible for coordinating clerical staff in the administrative functions of the Alachua WIC Program at the assigned site. The staff must maintain a driver's license and a car in good working order . Staff must also immediately report any citations for moving violations as well as suspension of driver's license.
Interviewing and Screening
Greets prospective WIC clients, answers phone calls promptly and courteously, interviews and screens all applicants for WIC by determining income, residency and identification eligibility. Makes referrals to other public assistance programs. Schedules appointments, verifies all WIC eligibility requirements and completes necessary forms with required signatures and dates and enters applicable information in the FL-WiSE computer system. Completes other documents required for eligibility. Screens immunization records and makes referrals. Screens and offers voter registration forms. maintains and courteous and cooperative working relationship with staff and the public.
Data Input and EBT Issuance
Enters all income, nutritional health data, and low risk education into FL-WiSE computer system and prints program documents for applicable records. Issues EBT benefits and VOC/ID cards to WIC clients. Ensures that the data entered into FL-WiSE is current and documented appropriately. Reviews "How WIC Works" with each new participant. Immediately reports any discrepancy to immediate supervisor. Informs participants when certification expires and what is required at subsequent visits.
Prepares and maintains various daily and end of month reports as required by State WIC office and local policy, including the retention and disposition of records.
Counseling and Training
Trains WIC participants and or caretakers in the proper use and redemption of EBT and in WIC policies and procedures. Provides general nutrition information to participants after completion of the Florida Nutrition Training Guide.
Explains WIC eligibility, program benefits, rights, obligations and makes necessary referrals for immunizations, nutritionists, healthcare professionals and community service agencies. Offers all clients at certification or change of address, the option to complete a voter's preference form and voter registration card.
Monitors, reconciles and prepares various reports for end of day reporting and validation.
Records and Reports-
Maintains records for WIC clients in FL-WiSE to include: records of EBT issuance, provision of interactive nutrition education via Nutrition education kit delivery, and special formula issuance. Maintains various inventories.
Follows up on missed appointments each day, as a means of increasing participation. Runs daily appointment schedules. Completes various reports on overdue clients in an attempt to get them back in for services.
Maintains quality assurance reports regarding the WIC program and staff duties involved with client registration, financial determination and client intake. Assures compliance with written policy and procedures for client intake, WIC records, data entry into FL-WiSE and client eligibility determination. Assures completion of intake and exit procedures of clients and assists clients and families as necessary. Assures that support systems are functioning properly, requests supplies and forms necessary to complete work in their area of responsibility and for designated clinic sites.
Motivates employees to improve the quality and quantity of work performed. Plans workloads, workflows, deadlines, work objectives and time utilization with employees. Trains employees in methods for performing an effective and efficient job. Communicates on a regular basis with employees both individually and in staff meetings.
Directs the work of employees to ensure best use of time and resources.
Responsible for assuring the compliance with WIC program regulations related to special formula ordering, issuance, tracking, and inventory. Maintains WIC management reports, provides supervisor and administrative staff with findings, and files in compliance with WIC program standards.
Attends training seminars, in-service and educational opportunities to enhance/maintain knowledge skills and abilities, identifies and suggests training opportunities for subordinate staff.
Performs related work as assigned.
Required Knowledge, Skills, and Abilities:
Ability to work without direct supervision. Ability to learn and implement the WIC Programs federal, state and local regulations and guidelines. Ability to plan, organize and coordinate work assignments. Knowledge of WIC computer system-FL Wise. Ability to set up and dismantle computer workstation. Ability to troubleshoot printer and computer problems. Ability to drive an automobile. Ability to perform arithmetic calculations. Knowledge of basic bookkeeping procedures. Ability to deal with the public in a tactful and courteous manner. Ability to maintain effective customer service skills in stressful situations. Ability to establish and maintain effective working relationships with others. Ability to provide an interactive education contact to clients. Ability to lift 15-20
Qualifications:
Minimum - Electronic record System experience.
Experience maintaining and tracking inventory.
Preferred - 6 months experience maintaining and tracking inventory, experience working in a professional front off & experience with data entry in an Electronic Medical Records system.
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:
DOH-Alachua 224 SE 24th street Gainesville FL 32641
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
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- 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.
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