What are the responsibilities and job description for the Vital Record Clerk position at Tulsa Health Department?
Description
Primarily responsible for examining all birth and death certificates for the Tulsa metropolitan area and surrounding rural areas for accuracy and completeness, issuing certified copies of birth, death, and stillbirth certificates.
Examples of Duties
ESSENTIAL JOB FUNCTIONS (100% of Time):
- Examines all birth and death certificates for accuracy and completeness; issues birth, death, and stillbirth certificates as requested by the public and funeral directors.
- Assess and verify legal documents, e.g., court orders, affidavits, foreign and domestic identity documents, benefit statements, and lease agreements to determine the validity of submitted evidence to establish the identity and/or legal eligibility of applicants.
- Provides information to individuals by telephone and in person regarding birth and death certificates and preserves the confidentiality of certificates.
- Enters birth and death data into the computer to ensure efficient retrieval.
- Ensures safekeeping of certified certificate paper.
- Completes required training in support of the duties and responsibilities of this position.
- Other duties as assigned include those required to fulfill activities in support of public health emergency operations.
Typical Qualifications
Education: High school diploma or equivalent required.
Experience:
- Two years of responsible office/clerical experience and/or training required.
- Experience working in a high-volume customer interaction environment.
- Knowledge of proper English usage, spelling, punctuation, grammar; modern office methods and procedures; business letter and report writing, fundamental record keeping, telephone communications, and filing systems.
- High attention to detail
- Must be able to arrive at work on time, work on-site, and have regular work attendance
- Must be able to work cooperatively with other co-workers regardless of personality, presence, or communication style
- Must be able to provide excellent customer service regardless of customer personality, presence, or communication style
- Must be able to work in a stressful atmosphere
- Must be able to rotate job tasks
- Must be able to occasionally work overtime
- Ability to solve practical problems; interpret instructions and perform arithmetic computations.
- Ability to follow oral and written directions; work effectively with others.
- Keyboarding skills of 35 words per minute accurately; operate modern office equipment; skills in MS Word.
- Ability to compile and maintain records and files and compose correspondence independently.
- Ability to deal tactfully with the public and funeral directors.
- Bilingual (Spanish/English) preferred.
- Internal contact with all divisions regarding meetings and operations of the Health Department.
- External contact with the public assisting in obtaining birth and death certificates; funeral home personnel concerning death registration; Oklahoma State Department of Health.
Lifts materials, boxes of records, and equipment weighing up to 25-30 pounds; stooping, bending, and squatting in retrieving files. Sitting for periods of time, up to 3 hours. Repetitive hand motions are associated with using a computer, keyboard, mouse, and telephone. Work assigned schedule while being punctual.
SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:
Direct Supervision – None
Indirect Supervision – None
Budget/Money/Material – Responsible for assigned equipment
Reports to – Vital Records Coordinator
WORKING CONDITIONS:
Office environment with moderately high noise or high traffic area, and frequent interruptions with no privacy.
SPECIAL REQUIREMENTS:
- Must maintain THD record confidentiality according to HIPAA regulations.
- Must possess the ability and willingness to perform work-related travel.
