Deputy Registrar

DISTINGUISHING FEATURES OF THE CLASS

The Deputy Registrar is responsible for performing specialized clerical work for a centralized records system involving routine classifying, indexing, filing, storing, and retrieving a large volume of material. Responsibilities include handling large volumes of phone calls, scanning, indexing, and updating vital records electronically, processing payments, and maintaining essential paperwork. Birth and death records are filed promptly, and software like Laserfishe and in-house systems are effectively utilized, along with the management of various office equipment. Additionally, liaising with funeral homes and medical facilities is conducted to ensure accurate record-keeping, while expertise in state statutes and codes is demonstrated. After learning routine techniques and procedures, a Deputy Registrar is expected to complete work with limited assistance and supervision. Thoroughness and accuracy of work is regularly reviewed by the Vital Statistics Supervisor. This class is distinguished from the Clerk class series by its concern with a complex central records system, the need to establish and maintain various cross-reference indexes, and responsibility for preparing a large volume and variety of records for permanent storage.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

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  Receives and answers requests for information from employees and the public in person, and over the telephone, often requiring extended research.
• Records birth and death records to establish permanent records.
• Issues certificates to customers.
• Efficiently compiles and produces reports related to birth and death records.
• Facilitates the issuance of burial transit permits to funeral homes.
• Enters information into and retrieves information from a complex filing system through a computer terminal.
• Observes all safety regulations and communicates potential safety hazards.
• Performs related duties, as required.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon assignment.

SUPERVISION RECEIVED & EXERCISED

• General supervision is received from the Vital Statistics Supervisor.
• This position has no supervisory responsibilities.

QUALIFICATION GUIDELINES

Knowledge of:

• Coding and filing system; state laws governing the Bureau of Vital Statistics
• Modern office equipment, procedures and practices.
• Local Ordinances and State Statutes pertaining to birth and death records.
• The techniques of research.

Ability to:

• Interpret and apply agency directives, policies, regulations and procedures.
• Enter and retrieve data or information into a terminal, PC, or other keyboard device.
• Communicate orally with customers, clients, the public, and other employees in a face-to-face, one-on-one setting and using a telephone.
• Perform duties rapidly and accurately.
• Work cooperatively with other employees and the public.

Education & Experience:

• High School Diploma or equivalent; or six (6) months related experience and/or training, or equivalent combination of education and experience.

Licenses, Certificates & Registrations:

• Certification by Attorney General for Acknowledgement of Paternity.

PHYSICAL REQUIREMENTS

The employee is regularly required to sit and use hands and fingers. The employee is occasionally required to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS

The noise level in the work environment is usually moderate.

SAFETY SENSITIVITY

This position is not classified as a safety-sensitive position.