What are the responsibilities and job description for the Lead Vital Statistics Clerk position at Douglas County, Nebraska?
The Position
Incumbent works under the direction of the Health Director or designee, performing customer service resolution and financial functions for the Vital Statistics Section.
Essential Functions
Incumbent works under the direction of the Health Director or designee, performing customer service resolution and financial functions for the Vital Statistics Section.
Essential Functions
- Verify office receipts and prepare deposit.
- Monitor, request and supply staff with needed change.
- Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
- Comply with Civil Service Rules, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.
- Resolve and de-escalate customer service situations.
- Perform billing for customers in accordance with established procedures.
- Process supply orders, requisitions, and process direct payments.
- Compile and maintain vital records statistics in accordance with established procedures.
- Maintain awareness of changes in state statutes and local ordinances relating to the creation and issuance of vital records.
- Receive and process birth and death certificate information establishing an official record.
- Communicate with physicians, hospital staff, coroners, nurses, other professionals regarding incomplete or questionable information, ensuring accurate records.
- File birth/death records according to established procedures.
- Review evidence submitted for amendment or correction to official records, verifying accuracy and amending and correcting records.
- Open and close cash register; balance receipts and forward to business section for deposit.
- Prepare and maintain various records, reports, correspondence and other departmental documents (e.g., mileage reports, time sheets, other documentation).
- Respond to inquiries relating to birth/death registrations.
- Assist in obtaining official copies of birth/death certificates in strict adherence to established procedures.
- Type standard letters, forms and cards to process records, obtain additional information or to respond to requested information.
- Maintain an inventory of forms and .
- Open, sort and distribute incoming mail for processing.
- Serve on interdepartmental or community committees.
- Collaborate internally and with community agencies regarding public health emergency preparedness.
- Perform Vital Statistics Clerk job during absences.
- Participate in public health emergency response training responding during emergency.
- Maintain knowledge and job skills (e.g., trainings, seminars, webinars, conferences, research, continuing education).
- Report to work with regular, consistent attendance.
- Perform other duties as assigned and directed.
- Associate's degree from an accredited college or university in business, accounting, communications, or related field required.*
- Bachelor's degree preferred.
- Two (2) years of customer service resolution experience required.*
- Applicants with directly related work experience preferred.
- Two (2) years of MSOffice experience required.
- Notary Public or eligible to become Notary Public in the State of Nebraska within 6 months of hire and maintained throughout employment required.
- Completion of a pre-employment criminal record check and conditional physical assessment and offer drug screen required.
- *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.
- The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is generally performed in an office setting. Noise level is usually moderate. Work hours are typically standard day-shift hours; however, schedule may vary (e.g., days, hours, weekends, holidays, emergency call-ins). Work may be stressful when dealing with time constraints, multiple/changing priorities, limited resources and uncooperative/irate individuals.
- Work requires physical activity, including extended periods of sitting, standing, frequent walking, reaching, and occasional kneeling, bending, crouching, stooping, and climbing. Work requires the ability to frequently lift and/or carry objects weighing up to 25 pounds and occasionally up to 50 pounds.
- Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance, color and peripheral vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to to operate computers and other equipment.