Vital Records Coordinator Apprentice

Salary Range: $18-$22/hourly

• Starting salary is dependent on qualifications, but in most cases, is no higher than the midpoint for the range.

NATURE OF WORK:
Under the general direction of the City Clerk, the Vital Records Coordinator assumes a pivotal role in coordinating and maintaining accurate Vital Records (birth and death) within the City of Evanston. This position involves ensuring the meticulous recording of essential data, allowing individuals to readily validate their identities across various locations. The Vital Records Coordinator utilizes medical terminology, state regulations, meticulous attention to detail, and exemplary customer service. Collaborating closely with medical providers, this role is dedicated to cultivating collaboration and preserving precise records.
The maximum duration for participation in the workforce program is two years, dependent on fiscal year funding/operational needs. Failure to meet program guidelines in the specified timeframe may result in termination.
ESSENTIAL FUNCTIONS:
The Vital Records Coordinator plays a significant role in safeguarding crucial documentation for government entities, funeral homes, hospitals, and birthing centers across various levels of governance. Key responsibilities include:

• Ensures accurate recording of vital statistics to facilitate identity validation.
• Navigate medical terminology, state laws, and meticulous attention to detail.
• Utilizes and develops strong customer service skills to manage sensitive records effectively.
• Collaborates closely with Illinois Department of Public Health, Cook County Vital Records, funeral homes, clinics, and North Shore Hospital to accurately record, file, and register vital data.
• Operates a request system serving Evanston residents, providers, and funeral homes through multiple channels.
• Performs duties as assigned.

Essential Functions:

• Assists the public with the acquisition of Vital Records.
• Sells, types, and registers birth and death certificates.
• Fills out affidavits.
• Sends information letters to home birth parents.
• Review death certificates for completeness, cause of death, and necessary signatures
• Registers all City of Evanston deaths; signs burial permits; makes certified copies of death certificates to be distributed to funeral homes, customers, coroner’s office, and Vital Records department.
• Assists and responds to customers via telephone, email, and in-person promptly and courteously.
• Corrects clinical, hospital, and simple errors.
• Maintains office supplies.
• Sorts and distributes mail.
• Provides technical assistance and support to General Assistance participants.
• Send out all required notices.
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, and e-mail.

Performs other duties as assigned.
Minimum Qualifications of Work:

• Must possess a high school diploma GED or higher
• Must be a resident of Evanston (zip codes 60201 or 60202) at the time of application.
• Must be willing and able to work in a temporary training program position budgeted for a limited two (2) year period that does not provide accrued time off or other benefits.
• Proficient ability to communicate Spanish in writing and verbally preferred.

Knowledge, Skills, and Experience in the following areas:

• Excellent organizational skills to manage and maintain records efficiently.
• Strong attention to detail and accuracy.
• Must possess proficient computer skills, including data entry and using Windows-based PC, Google Office, and MS Office Suite.
• Good verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Problem-solving abilities to address routine issues.
• Ability to work well independently as well as within a team.
• Understanding of office work processes and protocols, data entry, and record keeping.
• Basic working knowledge of record-keeping principles and ability to practice them.
• Establish and maintain effective working relationships with various individuals and key stakeholders.
• Understanding of and ability to apply cash processing procedures.
• Understanding of office work processes and protocols, data entry, and record keeping.

PHYSICAL REQUIREMENTS OF WORK/ENVIRONMENTAL CONDITIONS:
Primarily sedentary work occasionally exerts up to 25 pounds of force and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Work may involve walking or standing for brief periods. The worker is subject to environmental conditions: protection from weather conditions but not necessarily from temperature changes. No ecological hazards are indicated for this classification.
SUPERVISION:
Work is performed under the general direction of the City Clerk. Assignments may vary from day to day, but they are primarily routine. Tasks can be either verbal or written, with the employee determining proper procedure and work methods and is responsible for completing the work according to City work rules and safety regulations. Work is reviewed through ongoing observation, written and verbal communication, meetings, and feedback from supervisors and other department employees. Guidance is provided through rules and regulations, policies and procedures and Employee Handbook, and OSHA. Work is evaluated annually for the safe and skilled utilization of equipment, quality of tasks, adherence to work rules, and performance by the classification standard.
PUBLIC CONTACT:
The employee has regular and frequent contact with department and division employees and other City employees regular contact with individual citizens and groups. The City of Evanston adheres to all COVID-19 precautions that local, state, and federal entities recommend.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).

Salary Range: $18-$22/hourly

• Starting salary is dependent on qualifications, but in most cases, is no higher than the midpoint for the range.

NATURE OF WORK:
Under the general direction of the City Clerk, the Vital Records Coordinator assumes a pivotal role in coordinating and maintaining accurate Vital Records (birth and death) within the City of Evanston. This position involves ensuring the meticulous recording of essential data, allowing individuals to readily validate their identities across various locations. The Vital Records Coordinator utilizes medical terminology, state regulations, meticulous attention to detail, and exemplary customer service. Collaborating closely with medical providers, this role is dedicated to cultivating collaboration and preserving precise records.
The maximum duration for participation in the workforce program is two years, dependent on fiscal year funding/operational needs. Failure to meet program guidelines in the specified timeframe may result in termination.
ESSENTIAL FUNCTIONS:
The Vital Records Coordinator plays a significant role in safeguarding crucial documentation for government entities, funeral homes, hospitals, and birthing centers across various levels of governance. Key responsibilities include:

• Ensures accurate recording of vital statistics to facilitate identity validation.
• Navigate medical terminology, state laws, and meticulous attention to detail.
• Utilizes and develops strong customer service skills to manage sensitive records effectively.
• Collaborates closely with Illinois Department of Public Health, Cook County Vital Records, funeral homes, clinics, and North Shore Hospital to accurately record, file, and register vital data.
• Operates a request system serving Evanston residents, providers, and funeral homes through multiple channels.
• Performs duties as assigned.

Essential Functions:

• Assists the public with the acquisition of Vital Records.
• Sells, types, and registers birth and death certificates.
• Fills out affidavits.
• Sends information letters to home birth parents.
• Review death certificates for completeness, cause of death, and necessary signatures
• Registers all City of Evanston deaths; signs burial permits; makes certified copies of death certificates to be distributed to funeral homes, customers, coroner’s office, and Vital Records department.
• Assists and responds to customers via telephone, email, and in-person promptly and courteously.
• Corrects clinical, hospital, and simple errors.
• Maintains office supplies.
• Sorts and distributes mail.
• Provides technical assistance and support to General Assistance participants.
• Send out all required notices.
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, and e-mail.

Performs other duties as assigned.
Minimum Qualifications of Work:

• Must possess a high school diploma GED or higher
• Must be a resident of Evanston (zip codes 60201 or 60202) at the time of application.
• Must be willing and able to work in a temporary training program position budgeted for a limited two (2) year period that does not provide accrued time off or other benefits.
• Proficient ability to communicate Spanish in writing and verbally preferred.

Knowledge, Skills, and Experience in the following areas:

• Excellent organizational skills to manage and maintain records efficiently.
• Strong attention to detail and accuracy.
• Must possess proficient computer skills, including data entry and using Windows-based PC, Google Office, and MS Office Suite.
• Good verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Problem-solving abilities to address routine issues.
• Ability to work well independently as well as within a team.
• Understanding of office work processes and protocols, data entry, and record keeping.
• Basic working knowledge of record-keeping principles and ability to practice them.
• Establish and maintain effective working relationships with various individuals and key stakeholders.
• Understanding of and ability to apply cash processing procedures.
• Understanding of office work processes and protocols, data entry, and record keeping.

PHYSICAL REQUIREMENTS OF WORK/ENVIRONMENTAL CONDITIONS:
Primarily sedentary work occasionally exerts up to 25 pounds of force and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Work may involve walking or standing for brief periods. The worker is subject to environmental conditions: protection from weather conditions but not necessarily from temperature changes. No ecological hazards are indicated for this classification.
SUPERVISION:
Work is performed under the general direction of the City Clerk. Assignments may vary from day to day, but they are primarily routine. Tasks can be either verbal or written, with the employee determining proper procedure and work methods and is responsible for completing the work according to City work rules and safety regulations. Work is reviewed through ongoing observation, written and verbal communication, meetings, and feedback from supervisors and other department employees. Guidance is provided through rules and regulations, policies and procedures and Employee Handbook, and OSHA. Work is evaluated annually for the safe and skilled utilization of equipment, quality of tasks, adherence to work rules, and performance by the classification standard.
PUBLIC CONTACT:
The employee has regular and frequent contact with department and division employees and other City employees regular contact with individual citizens and groups. The City of Evanston adheres to all COVID-19 precautions that local, state, and federal entities recommend.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).