DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for managing the daily operations of the Vital Statistics office in the Onondaga County Department of Health. An employee in this class will exercise supervision over subordinate Vital Records Specialists or other clerical staff and provide appropriate direction and guidance based on the laws, rules and regulations which pertain to vital records. An employee in this class works under the general supervision of the Deputy Commissioner of Health. Does related work as required.

TYPICAL WORK ACTIVITIES

Assists with interpretation of New York State Public Health Law 4174, NYCRR, Title 10, Chapter II, Subchapter A, Part 35 Vital Records, and any other rules and regulations or procedures applying to vital records.

Supports and oversees the work of all Vital Records Specialists, and provides direction and guidance on core work functions, such as: reviewing necessary documents to identify their validity, authenticity, accuracy, completeness and eligibility; reviewing vital records submitted for completeness, legibility and authorized signatures and resolving inconsistent/deficient information; issuing/denying certified copies of vital records ensuring confidentiality; correcting/amending vital records; registering vital records; and processing genealogy reports.

Responsible for the maintenance and retention of all vital records.

Evaluates vital records procedures and recommends changes based on efficiency, technology and changing local, State and Federal requirements.

Responsible for the development, maintenance and compliance of vital records’ transactional procedures and policies.

Assists with establishing procedures for vital records maintenance, searching and sales to entitled individuals. Evaluates existing procedures and recommends technology and efficiency-based improvements.

Assists with testing and deployment of vital records software.

Oversees interactions with the public, physicians, funeral directors, attorneys, hospitals, social security offices, County and municipal offices, law enforcement, courts and other government agencies for verifying vital records information.

Resolves customer complaints and discrepancies in records and explains laws, rules, regulations, policies and procedures.

Assists with direction of activity within Vital Records.

Assists with project management, development and deployment of systems to improve efficiency, customer service and operational compliance.

Maintains inventory of office supplies and submits purchase requisitions as needed.

Responsible for the fiscal operations of the Department including, but not limited to, ensuring cash reports are completed, processing straight claims and returns and processing and correcting credit card transactions.

Assists in the development of and provides or directs training for Vital Records staff.

Participates in public health preparedness activities as trained and assigned.

Utilizes appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial and ethnic backgrounds, sexual orientations, lifestyles and physical abilities.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Good knowledge of the principles and practices of the Department, especially as they relate to the maintenance of accurate vital records.

Good knowledge of the principles and techniques of office management and overseeing staff.

Working knowledge of New York State public health laws and regulations as they relate to vital records.

Working knowledge of standard clerical and bookkeeping procedures involved in the gathering, compiling and verifying of vital records information.

Ability to provide public access to, or maintain confidentiality of, departmental information and records per State requirements.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with angry/hostile persons.

Ability to work with others in a team environment on multiple tasks at the same time, often with tight deadlines.

Ability to understand, memorize, retain and carry out written or oral instructions and present findings in both oral and written form.

Ability to communicate effectively, both orally and in writing.

MINIMUM QUALIFICATIONS

Open Competitive

Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Bachelor’s degree or higher and one (1) year of work experience, or its part-time equivalent, in customer service, which must have included processing letters or documents in a legal environment, processing birth or death certificates, or maintaining and processing privacy or HIPAA documents.
High school graduate or holder of a high school equivalency diploma issued by an education department of any of the states of the United States or holder of a comparable diploma issued by any territory, commonwealth, or possession of the United States or by the Canal Zone or holder of a report from the United States Armed Forces certifying successful completion of the tests related to general education development, high school level and five (5) years of work experience, or its part-time equivalent, in customer service, which must have including processing letters or documents in a legal environment, processing birth or death certificates, or maintaining and processing privacy or HIPAA documents.

01/2023 Date of Original Composition