VITAL RECORDS SPECIALIST

                                                                                                                                                       03220

(Competitive)

DISTINGUISHING FEATURES OF THE CLASS

        The work involves responsibility for applying public health laws, rules and regulations pertaining to vital records and confidentially issuing or denying issuance of birth and death records accordingly.  This position requires interaction with the public and excellent customer service skills.  An employee in this class works under the general supervision of the Vital Records Manager.  Does related work as required.

TYPICAL WORK ACTIVITIES

        Has knowledge of, and operates under, New York State Public Health Law 4174, NYCRR Title 10, Chapter 11, Subchapter A, Part 35 Vital Records and any other rules and regulations or procedures applying to vital records.

        Reviews various documents such as wills, power of attorney, driver licenses, birth certificates, passports, court documents, alien/immigration documents and related materials to determine validity, authenticity, accuracy, completeness and eligibility.

        Reviews vital records submitted for completeness, legibility and authorized signatures for certifying births, paternity, deaths and other vital information and resolves inconsistent/deficient information.

        Issues or denies issuance of certified copies of vital records and ensures confidentiality of records in accordance with the law.

        Corrects/amends vital information on records based on supporting legal documentation and/or the validity/authenticity of documents submitted for proof.

        Registers births and deaths.

        Files burial permits and reports and related vital information.

        Researches and completes genealogy requests.

        Interacts with the public, physicians, funeral directors, attorneys, hospitals, social security offices, County and municipal offices, law enforcement, courts and other government agencies to verify vital records information, resolve customer complaints and discrepancies in records, and explain laws, rules, regulations, policies and procedures.

        Computes and collects fees, issues receipts and maintains records of same for vital record information and permits by mail , online and in-person, records and totals amounts received and follows Onondaga County financial operation protocols for submission for depositing funds.

        Uses various computer applications, software and online programs to support Vital Records office operations.

        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.

          Working knowledge of New York 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, oftentimes under pressure.

          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

1. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s degree 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; or,
2. 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 three (3) 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