Deputy Registrar Assistant

• Greet and welcome customers and provide coverage for the Vital Records counter and multi-line telephones.
• Accept and review birth and death record applications to ensure accuracy and completeness.
• Utilize established policies and procedures to process, issue and certify previously filed birth and death record requests received in person, over the phone, internet or by mail.
• Respond to questions and concerns; provide appropriate informational brochures and/or refer customers to appropriate agencies.
• Responsible for the accurate collection and balancing of daily funds.
• Respond to customer complaints with efficiency and effectiveness.
• Compose routine correspondence and enter information into standardized logs.
• Utilize database software to perform standardized data entry and to search for records.
• Prepare birth and death records, Burial-Transit permits and vital records documents for archiving.
• Establish and maintain manual and electronic administrative files.

• Knowledge of general office procedures and practices.
• Knowledge of grammar, spelling and punctuation.
• Knowledge of and ability to apply basic math skills to work performed.
• Skill in operating standard office equipment, i.e., calculators, copiers, cash registers, multi-line telephones, etc.
• Skill in organizing and adapting work activities to meet established timelines and program objectives.
• Skill in communicating orally using tact and diplomacy in a sometimes-stressful environment.
• Ability to operate a personal computer and learn various software, e.g., Word, Access, Excel, electronic mail, Internet, etc.
• Ability to apply basic record-keeping principles and practices to the work performed.
• Ability to become familiar with Washington Administrative Code and Revised Code of Washington relevant to vital statistics.
• Ability to comprehend and follow oral and written directions.
• Ability to establish and maintain effective working relationships with a culturally diverse population of customers, departmental staff, funeral directors, other governmental agencies, etc.
• Ability to successfully pass a background investigation and financial credit check.
• Willingness and ability to maintain confidentiality and work with sensitive records.

High School Diploma or the equivalent GED and one year of experience in an office or customer service environment, preferably requiring the processing of technical and/or legal information and documents and, six months of cashiering experience; or the equivalent combination of education, training and experience.

Work Setting: 

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.
• Your office will be set up to provide personal safety, including social distancing, screening, sanitation, disinfection, and masks.

• Work involves special physical demands such as lifting and carrying   25 - 50 lbs. May be asked to accept deliveries and move boxes to receiving area.

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

• Some travel is required, and is typically local or regional, to meet with external partners, conduct business, or attend or provide training.