Job Information
State of Tennessee Job Information
Opening Date / Time 02 / 18 / 2025 12 : 00AM Central Time Closing Date / Time 02 / 24 / 2025 11 : 59PM Central Time Salary (Monthly) $2,867.00 Salary (Annually) $34,404.00 Job Type Full-Time City, State Location Nashville, TN Department Health
LOCATION OF (1) POSITION TO BE FILLED : DEPARTMENT OF HEALTH, VITAL RECORDS & STATISTICS OFFICE, DAVIDSON COUNTY
This is an on-site position
Qualifications
Education and Experience : Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time work in one or a combination of the following : vital records, medical records, clerical / office support work, or customer service delivery of health information. Substitution of Education for Experience : Qualifying experience in vital records, medical records, clerical / office support work, or any customer service delivery may substitute for the required education on a year for year basis to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above listed fields may substitute for one year of the required education). Substitution of Experience for Education : Course work credit received from an accredited college or university may substitute for the required experience on a month-month basis to a maximum of two years (e.g., 45 quarter hours may substitute for one year of the required experience). Necessary Special Qualifications : None Examination Method : Education and Experience, 100%, for Preferred Services positions.
Overview
Summary : Under general supervision, is responsible for vital records information assistance work of average difficulty; and performs related work as required. Distinguishing Features : An employee in this class is responsible for lead and / or advanced work providing direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials. Work involves providing vital records assistance by telephone, correspondence, or in person. This class differs from the Vital Records Supervisor in that an incumbent of the latter is responsible for supervising a vital records unit.
Responsibilities
Coaching and Developing Others :
- Trains new staff or existing staff in policies and procedures of the VR offices.
Interacting With Computers :
Updates / Edits actual record in the database to correct information of a vital event.Amends electronic image of records of event in compliance with Vital Records laws and rules.Enters data into the special registration program to create a new certificate of birth by legal action.Keys cause of death data into Super Micar program to comply with National Center for Health Statistics agreement.Enters request data into databases to track, locate and issue a record or certify no record found.Evaluating Information to Determine Compliance with Standards :
Reviews documents to determine acceptability of records as supporting evidence to amend a record.Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth.Reviews applications to determine entitlement to a requested service or record of event.Resolving Conflicts and Negotiating with Others :
Handles difficult or irate customers when there is a complaint concerning the services requested.Interpreting the Meaning of Information for Others :
Explain and enforce Vital Records laws, rules, policies and procedures as they apply to each request.Monitoring and Controlling Resources :
Monitors distribution and usage of security paper needed for issuing certified copies in central office and local health departments across the state.Monitors and orders courier envelopes, perforated paper, checks and other supplies needed for processing credit card orders.Communicating with Persons Outside Organization :
Prepares correspondence requesting additional information, documents, or fees to finalize a legal process.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.Processing Information :
Reviews original records of event to determine acceptability for permanent filing.Names batches to be scanned according to document types for inputting into electronic folders to be indexed.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.Coordinating the Work and Activities of Others :
Acts as Lead person ensuring that required day to day tasks are carried out within the unit.Performing General Physical Activities :
Retrieves original certificates from storage boxes for inclusion in a sealed record file.Places original certificates into storage boxes for permanent filing and storage.Communicating with Supervisors, Peers, or Subordinates :
Reports suspicious documents, activity or behavior to supervisor for further action or investigation.Monitor Processes, Materials, or Surroundings :
Accurately maintains daily cash drawer to ensure proper closeout.Monitors activities in customer service lobby to ensure safety, traffic flow, and supplies.Getting Information :
Communicates with customers to gather information to process a request and / or assess their needs.Performing for or Working Directly with the Public :
Responds to inquiries from the public either on the telephone, in person or by email concerning complex issues.Collects and receipts appropriate fees for certificates or services.Documenting / Recording Information :
Scans documents and reviews images to ensure each document in batch is captured correctly for uploading to database.Repairing and Maintaining Electronic Equipment :
Routinely maintains scanning equipment such as cleaning mirrors, roller, replacing bulbs, etc.Competencies (KSA's)
Competencies :
Dealing with AmbiguityDecision QualityLearning on the FlyFunctional and Technical CompetencyProblem SolvingTechnical LearningPriority SettingTime ManagementTimely Decision MakingAction OrientedDrive for ResultsPerseveranceApproachabilityBoss RelationshipsCompassionComposureCustomer FocusDealing with ParadoxIntegrity and TrustListeningPatiencePeer RelationshipsSelf-DevelopmentSelf-KnowledgeKnowledge :
ClericalBasic knowledge of computers, to include internet and Microsoft OfficeCustomer and Personal ServiceBasic knowledge of mathematicsBasic knowledge of human behavior and performancePublic Safety and SecuritySkills :
Active LearningActive ListeningCritical ThinkingLearning StrategiesSkilled in the use of mathematicsMonitoringReading ComprehensionSpeakingWritingSkilled in adjusting actions in relations to others actionsInstructingNegotiationPersuasionService OrientationSocial PerceptivenessProblem SolvingRoutine Equipment MaintenanceBasic TroubleshootingManagement of Material ResourcesTime ManagementAbilities :
Category FlexibilityDeductive ReasoningInductive ReasoningInformation OrderingMathematical ReasoningMemorizationAbility to add, subtract, multiply, or divide quickly and correctlyOral ComprehensionOral ExpressionProblem SensitivitySelective AttentionTime Sharing AbilityWritten ComprehensionWritten ExpressionArm-Hand SteadinessDynamic StrengthExtent FlexibilityAuditory AttentionSpeech ClaritySpeech RecognitionTools & Equipment
Personal ComputerCopierFax MachineTelephoneScannerCash RegisterTN Driver Standards
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications :
A valid driver's licenseFor 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.
Salary : $34,404
