VITAL RECORDS INFORMATION ASSISTANT - 02182025-65530

Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF HEALTH, VITAL RECORDS & STATISTICS OFFICE, DAVIDSON COUNTY

This is an on-site position

Qualifications

Overview

Responsibilities

1. Trains new staff or existing staff in policies and procedures of the VR offices.

1. Updates/Edits actual record in the database to correct information of a vital event.
2. Amends electronic image of records of event in compliance with Vital Records laws and rules.
3. Enters data into the special registration program to create a new certificate of birth by legal action.
4. Keys cause of death data into Super Micar program to comply with National Center for Health Statistics agreement.
5. Enters request data into databases to track, locate and issue a record or certify no record found.

1. Reviews documents to determine acceptability of records as supporting evidence to amend a record.
2. Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth.
3. Reviews applications to determine entitlement to a requested service or record of event.

1. Handles difficult or irate customers when there is a complaint concerning the services requested.

1. Explain and enforce Vital Records laws, rules, policies and procedures as they apply to each request.

1. Monitors distribution and usage of security paper needed for issuing certified copies in central office and local health departments across the state.
2. Monitors and orders courier envelopes, perforated paper, checks and other supplies needed for processing credit card orders.

1. Prepares correspondence requesting additional information, documents, or fees to finalize a legal process.
2. Interacts with community agencies, such as funeral homes, health care facilities, county court clerks, and local health departments, on a daily basis to provide information to finalize a request or file a new record.

1. Reviews original records of event to determine acceptability for permanent filing.
2. Names batches to be scanned according to document types for inputting into electronic folders to be indexed.
3. Matches required reports from community agencies, such as; funeral homes and hospitals against original records to assure all known current years certificates of births and deaths and fetal death reports are filed.

1. Acts as Lead person ensuring that required day to day tasks are carried out within the unit.

1. Retrieves original certificates from storage boxes for inclusion in a sealed record file.
2. Places original certificates into storage boxes for permanent filing and storage.

1. Reports suspicious documents, activity or behavior to supervisor for further action or investigation.

1. Accurately maintains daily cash drawer to ensure proper closeout.
2. Monitors activities in customer service lobby to ensure safety, traffic flow, and supplies.

1. Communicates with customers to gather information to process a request and/or assess their needs.

1. Responds to inquiries from the public either on the telephone, in person or by email concerning complex issues.
2. Collects and receipts appropriate fees for certificates or services.

1. Scans documents and reviews images to ensure each document in batch is captured correctly for uploading to database.

1. Routinely maintains scanning equipment such as cleaning mirrors, roller, replacing bulbs, etc.

Competencies (KSA's)

1. Dealing with Ambiguity
2. Decision Quality
3. Learning on the Fly
4. Functional and Technical Competency
5. Problem Solving
6. Technical Learning
7. Priority Setting
8. Time Management
9. Timely Decision Making
10. Action Oriented
11. Drive for Results
12. Perseverance
13. Approachability
14. Boss Relationships
15. Compassion
16. Composure
17. Customer Focus
18. Dealing with Paradox
19. Integrity and Trust
20. Listening
21. Patience
22. Peer Relationships
23. Self-Development
24. Self-Knowledge

1. Clerical
2. Basic knowledge of computers, to include internet and Microsoft Office
3. Customer and Personal Service
4. Basic knowledge of mathematics
5. Basic knowledge of human behavior and performance
6. Public Safety and Security

1. Active Learning
2. Active Listening
3. Critical Thinking
4. Learning Strategies
5. Skilled in the use of mathematics
6. Monitoring
7. Reading Comprehension
8. Speaking
9. Writing
10. Skilled in adjusting actions in relations to others actions
11. Instructing
12. Negotiation
13. Persuasion
14. Service Orientation
15. Social Perceptiveness
16. Problem Solving
17. Routine Equipment Maintenance
18. Basic Troubleshooting
19. Management of Material Resources
20. Time Management

1. Category Flexibility
2. Deductive Reasoning
3. Inductive Reasoning
4. Information Ordering
5. Mathematical Reasoning
6. Memorization
7. Ability to add, subtract, multiply, or divide quickly and correctly
8. Oral Comprehension
9. Oral Expression
10. Problem Sensitivity
11. Selective Attention
12. Time Sharing Ability
13. Written Comprehension
14. Written Expression
15. Arm-Hand Steadiness
16. Dynamic Strength
17. Extent Flexibility
18. Auditory Attention
19. Speech Clarity
20. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Copier
3. Fax Machine
4. Telephone
5. Scanner
6. Cash Register

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.