Job Description

Requisition No: 866975

Agency: Children and Families

Working Title: RECORDS TECHNICIAN - 60034467

Pay Plan: Career Service

Position Number: 60034467

Salary: $34,760.00 - $52,412.34Annually

Posting Closing Date: 12/22/2025

Total Compensation Estimator Tool

The Florida Department of Children and Families (DCF) isthe 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

Northeast Florida State Hospital (NEFSH) is a 613-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness. The hospital, located in Macclenny, was established in 1959 and is the largest state operated civil treatment facility.

NORTHEAST FLORIDA STATE HOSPITAL 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 AN ANTICIPATED VACANCY.

This is a highly responsible and professional position serving as the Records Technician within the Health Information Services Unit. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply.

Specific Duties and Responsibilities include:

• This is a responsible position that requires independent judgement and decision-making assigned to the Health Information Services Department of a large mental health facility. 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 NEFSH operating procedures relevant to assigned duties and responsibilities.
• Sorts and accurately files paperwork from the Drop Files into the Living Area Charts within 48 hours.
• Reviews order of record and strips paperwork in accordance with NEFSH OP 14-08-04.
• Ensures that all information stripped from the Ward 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 the Psychiatrists with obtaining informed consents, emergency treatment orders (ETO), and court authorization for the use of psychotropic medications in accordance with NEFSH OP 14-06-01 and CFOP 155-1.
• Types all correspondence associated with the above processes and monitors the receipt of completed informed consents and court orders.
• Notifies the Hospital Attorney’s Office, Medical Executive Director’s Office and the Pharmacy Department when verbal informed consent or ETO is received.
• Ensures the informed consent worksheets, certified mail receipts and completed informed consents are correctly filed in the chart.
• Conducts quantitative, monthly review of clinical records to determine completeness, accuracy and conformance with hospital 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.
• Responds to requests from Social Services to reproduce Medical Packets for the people we serve.
• Performs other assigned duties as assigned, including back up to other departmental positions.

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.

Candidate Profile (application) must be completed in its entirety.

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of responding to qualifying questions and entering work history.
• If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

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

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

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENTOnly 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.

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.