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3/31/2023 (8:00 PM EDT)

23-02327

Administrative Specialist II

Employment Type

EXECUTIVE BRANCH | FULL TIME ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK

Hiring Agency

Cabinet for Health & Family Services | Department for Public Health

Location

275 E Main St
Frankfort KY 40621 USA

Description

The Cabinet for Health and Family Services (CHFS) is home to most of the state's human services and health care programs, including the Department for Medicaid Services, the Department for Community Based Services, the Department for Public Health, the Department for Aging and Independent Living, and the Department for Behavioral Health, Developmental and Intellectual Disabilities. CHFS is one of the largest agencies in state government, with nearly 8,000 full- and part-time employees located across the Commonwealth focused on improving the lives and health of Kentuckians.

The Department for Public Health's Vital Statistics Branch is the only official system of vital statistics in the Commonwealth. The Vital Statistics Branch continues to work toward systems development to modernize manual processes. There is a need for continued development of systems in support of core functions. The Vital Statistics Branch functions include quality control and information systems activities directly supporting and protecting vital records. The Vital Statistics Branch is comprised of dedicated individuals who provide excellent customer service.

The Administrative Specialist II position professionally interprets and applies laws, rules, regulations (KRS 213/KAR 901) and office policies applicable to the administration of the Vital Statistics Branch and Vault operations.

Responsibilities and Duties include but are not limited to:

• Safeguard all vital event records, ensuring HIPAA guidelines are followed, when in personal
• Ensure laws, rules, and regulations are interpreted correctly to provide customers with correct information. Distribute workload amongst staff and assist unit supervisor to ensure daily orders received are processed within audit guidelines.
• Conduct initial searches for all assigned certificate orders using standard OVS search tools and move order to Manual Search if unable to locate. Review certificates for accuracy and verify information with original document in the vault. Work with constituents and staff to resolve delays in filing and inconsistencies in vital records.
• Follow KRS 213 mandates of appropriate fees received for certificates requested. Orders requiring further research are updated in KVETS before close of business each day. Ensure the certificates located are the correct certificates requested by the customer, provide appropriate documentation as needed, and that the correct number of certificates are printed. Assign to, or work with, appropriate staff to resolve certificate discrepancies.
• Work with Accounting Staff to resolve any fee entry discrepancies and enter all refunds on the Accounting Refund Report.

The ideal candidate will have:

• Ability to work under pressure and decision-making
• Leadership skills
• Organizational and Communication Skills
• Attention to detail
• Analytical and Creative Thinking
• Time management
• Teamwork and Initiative
• Ability to lift up to fifty pounds

CHFS also participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in U.S. CHFS will only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, or if you believe that CHFS has violated its E-Verify responsibilities, please contact Department of Homeland Security (DHS) at 888-897-7781 or https://www.e-verify.gov/.

Minimum Requirements

Working Conditions

Incumbents working in this job title primarily perform duties in an office setting.

Probationary Period

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.

If you have questions about this advertisement, please contact Courtney Naber at courtneyj.naber@ky.gov or 502-564-4904.

An Equal Opportunity Employer M/F/D