Vital Records Clerk

VITAL RECORDS CLERK

Department : Health - Vital Records FLSA Status : Non-Exempt

Classification / Level : B4 Date : 08 / 2022

Under the direction of the Vital Records Division Director, the Vital Records Clerk collects, files, preserves, and certifies vital records among other assigned Vital Records associated duties. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS :

Responsible for issuing certified birth and death certificates, paternity affidavits & genealogical records as requested in person, online, and via mail. Assists individuals with completing applications, reviewing identifiable information, making and certifying copies, collecting and receipting payments as required, as well as maintaining audit logs.

Interacts with a variety of government departments and social agencies requesting and / or providing birth and death verifications, certificates, and related information. Assists public with obtaining birth and death records from other counties within Indiana, other states and abroad.

Answers multi-line phone, takes and distributes messages, and directs callers to correct division, department or agency. Discusses detailed information with public regarding sensitive issues with tact, frequently involving problems and concerns.

Assists in resolving customer problems and responds to inquiries as appropriate, including explaining procedures, ordinances, and regulations. Assists customers with Affidavit Requesting Amendment process, including advising on acceptable documentary evidence, preparing documents, updating on-site Vital Records database and Database Registration of Indiana's Vital Events (DRIVE).

Researches and processes all legal corrections, certifiable facts and changes to County birth and death records. Processes, images, maintains and updates all records for the division, including Adoption Records, Court Orders, Affidavit Requesting Amendments, Paternity Affidavits, Paternity Affidavits Upon Marriage, Court Orders Determining Parentage, Legal Name Change, Flagging Missing Children and Home Births in on-site vital records database and DRIVE.

Investigates and verifies authorizations for requests of all vital records per state law.

Responsible for verifying the accuracy of and filing homebirths and hospital births with Paternity Affidavit's attached for Allen County with the State of Indiana. This includes receiving the documents electronically through DRIVE, reviewing and processing birth records in accordance with State Law.

Conducts Paternity Affidavit and Paternity Affidavit Upon Marriage appointments per State law. Gathers required information to set appointments, prepares documents, issues and seals records, updates on-site vital records Database & DRIVE. Assists with preparing and issuing certified death certificates, includes assisting funeral homes, the Coroner's office, doctors' offices, and families with filing death records, verifying accuracy of information, data entry information, preparing records for filing with the Indiana Department of Health (IDOH), as well as preparing and indexing the records accordingly.

Assists in preparing new birth records for Allen County and with IDOH. Reviews verifications, assures absolute accuracy, and processes birth record verifications to and from mothers and forwards records to IDOH as directed.

Updates birth record index and computer records accordingly. Assists parents with completing necessary homebirth paperwork, including explaining medical terminology and pregnancy related questions.

Composes and types a variety of letters, memos, reports, and other correspondences as directed by the Vital Records Division Director, including sensitive, non-routine correspondences requiring tact. Sorts and distributes daily mail, faxes, and electronic mail.

Creates and enhances database files, researches and gathers information for monthly and annual statistical reports, and closes year-end reports. Assists with proper retrieval and filing of Department records and maintains filing systems accordingly. Updates State Regulations books as needed.

Maintains current knowledge of appropriate office equipment including associated computer systems and software programs and / or databases.

Performs all other duties as assigned, including overtime as required.

REQUIREMENTS :

High School Diploma or GED and one year of experience providing excellent customer service

Strong written and verbal skills

Attention to detail and the ability to file accurately

Ability to multi-task in a high pace atmosphere and maintain emotions during stressful interactions

National Incident Management System (NIMS) certification upon employment as required for all public health staff

Thorough knowledge of statutes, regulations, departmental policies and procedures and the Intelligence Reform Bill pertinent to the maintenance and issuance of vital statistics

Broad knowledge of and the ability to convey information, explanation, and interpretation of vital statistics regulations.

Ability to discuss alternative options with general public regarding complying with rules, regulations, laws, policies and procedures.

Valid Driver's License to operate a county-owned vehicle

Ability to maintain strict confidentiality of all Division records and / or information regarding the members of the general public

DIFFICULTY OF WORK :

The Vital Records Clerk has the understanding of Vital Records policies, procedures and laws to perform work that is moderately complex when issuing birth and death records.

RESPONSIBILITY :

The Vital Records Clerk performs a variety of relatively standardized tasks when assisting individuals with completing applications, collecting, and receipting payments. Errors in work are readily detected. Work requires some analysis when filing of departmental records and creating and enhancing database files. Detailed instructions are given before work is started.

PERSONAL WORK RELATIONSHIPS :

The Vital Records Clerk maintains frequent contact with other County employees, personnel and officials from other government agencies, physicians, funeral directors and the general public regarding birth and death certificates, information and explanation of applicable laws, statues and proper procedures for vital records.

WORKING CONDITIONS :

The Vital Records Clerk works in a standard office setting requiring some standing and walking, frequent sitting, some lifting of up to forty pounds, bending, pushing and / or pulling loads, and reaching overhead. Frequent typing, including proofreading, attention to detail, detailed inspection and transcription.

SUPERVISION : None

LICENSING :

National Incident Management System (NIMS) certification upon employment as required for all public health staff

Valid Driver's License to operate a county-owned vehicle

IMMEDIATE SUPERVISOR :

Vital Records Division Director

HOURS :

8 : 00 am - 4 : 30 pm and as needed, 37.5 hours per week, overtime as required

Ability to respond to emergencies on a 24-hour basis according to established departmental guidelines in the event of a public health emergency or disaster

EEO CATEGORY : 0806

WORKERS'S COMP CODE :

8810