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SalaryIncumbent serves as Vital Statistics Clerk for the Vigo County Health Department, responsible for ensuring proper filing, preservation, and certification of vital records for the County.
BENEFITS
Vigo County offers to full-time employees competitive benefit plans. These include Medical, Dental, Vision, Retirement, paid holidays, Flexible Spending Account Plans, 457 Plans, Life Insurance and others.
Salary:
$20.87 per hour
Duties:
- Prepares, records, and preserves vital records according to Indiana State Department of Health (ISDH) guidelines, ensuring proper processing and filing of all vital records, transferring records and compiling required reports, and working with ISDH personnel/officials to coordinate services and resolve problems with procedures and individual records.
- Answers telephone, responding to inquiries, providing information and assistance, taking messages, and/or directing caller to appropriate individual or department.
- Registers all Vigo County births and deaths, records home births, issues certified birth/death certificates, and ensures all records are proofed and sent to ISDH.
- Processes affidavits of amendments/corrections, legal name changes, gender reassignments, adoptions, and paternity as required by Court orders.
- Communicates with funeral homes, nursing homes, hospitals and the public, providing forms, troubleshooting problems, and responding to questions/concerns.
- Maintains daily, monthly, and annual indexes of County births and deaths, and reports birth and death data to Indiana State Department of Health (ISDH) as required.
- Supplies funeral homes, nursing homes, hospitals and other agencies with Burial Transit Permits.
- Responds to mail requests and submits vital records documents and/or verification forms to government departments and other requesting agencies.
- Receives and receipts monies, and maintains daily, weekly, and monthly balance sheets and quietus.
- Maintains current knowledge of laws involving birth, death, paternities, and amendments and periodically attends meetings/conferences.
- Performs genealogy searches as requested. Maintains and stocks office supplies.
- May open and prepare office for business at the start of the work day. Performs related duties as assigned.
Typical Job Requirements:
- High school diploma or GED.
- Ability to meet all County hiring requirements, including passage of a drug test.
- Possession of or ability to obtain National Incident Management System (NIMS) certification, Notary Public License, and Level I and II Professional Specialist in Birth/Death Statistic Management Certification.
- Thorough knowledge of and ability to make practical application of standard policies and practices of the Vigo County Health Department.
- Thorough knowledge of legal requirements and proper procedures for processing, filing, certifying, and releasing vital records information, with ability to assure proper maintenance of Department files, apply and interpret procedures, and complete additional training seminars as required.
- Working knowledge of standard office procedures and Department computer programs, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
- Working knowledge of basic bookkeeping practices and principles and ability to receive/receipt money and maintain balance sheets.
- Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare correspondence, forms, and documents.
- Knowledge of standard filing systems and ability to create and maintain Department records/files.
- Ability to operate standard office equipment, such as computer, typewriter, calculator, telephone, fax machine, copier, scanner, and shredder.
- Ability to effectively communicate orally and in writing with co-workers, other County departments, ISDH, hospitals, nursing homes, physicians, funeral homes, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
- Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
- Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
- Ability to competently serve the public with diplomacy and respect, including occasional encounters with difficult/distraught persons.
- Ability to understand, memorize, retain, and carry out oral and written instructions and present findings in oral or written form.
- Ability to compile, compare, collate, or classify data.
- Ability to add, subtract, multiply, divide, and calculate decimals and percentages.
- Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions, interruptions, and time constraints, and on several tasks at the same time.
- Ability to apply knowledge of people and locations, plan/layout work assignments, and manage time and resources effectively.
- Ability to occasionally work extended hours and occasionally travel out of town for meetings/training, sometimes overnight.
- Possession of a valid driver’s license and demonstrated safe driving record.
Supplemental Information:
Incumbent performs duties according to a flexible, customary routine with work priorities and schedules primarily determined by supervisor and service needs of the public. Assignments are guided by definite objectives using a variety of methods or procedures, with incumbent referring to supervisor for unusual or unprecedented matters. Incumbent receives indirect or occasional supervision and has a moderate degree of flexibility in the job. On rare occasions, decisions are made in the absence of specific policies and procedures, and/or guidance from supervisor. Errors in incumbent’s work are primarily detected or prevented through prior instructions from supervisor and/or notification from other departments/agencies/public. Undetected errors could result in loss of time to correct error or cause inconvenience to other agencies or the public.
Incumbent maintains frequent contact with co-workers, other County departments, ISDH, hospitals, nursing homes, physicians, funeral homes, and the public for purposes of maintaining cooperative work relationships, providing/requesting/verifying information, and rendering service.
Incumbent reports directly to Vital Statistics Registrar/Supervisor.
Incumbent performs duties in a standard office environment and at a service counter, involving sitting/walking at will, sitting/standing/walking for long periods, keyboarding, lifting/carrying/pushing/pulling objects weighing less than 25 pounds, bending, crouching/kneeling, reaching, handling/grasping/fingering objects, close/far vision, color/depth perception, hearing sounds/communication, and speaking clearly. Incumbent maintains frequent contact with the public and may be exposed to difficult/agitated persons.
Incumbent occasionally works extended hours and occasionally travels out of town for meetings/training, sometimes overnight.
