Performs administrative, customer service, and clerical work related to the registration, issuance, and processing of birth and death records.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives general supervision from an administrative or professional-level supervisor.
- Exercises no supervision.Perform customer service duties in the issuing and processing of vital records; interpret state, local, and departmental polices, rules, and regulations in response to inquiries; conduct necessary research.
- Process birth and death certificates pursuant to laws, regulations, and standards set by the State Registrar.
- Review all birth and death certificates and disposition permits for completeness, legibility, legality, and accuracy of information; research and resolve discrepancies; prepare and maintain permanent legal records in accordance with state guidelines.
- Coordinate with the Colorado Department of Health, funeral homes, hospitals, coroners, physicians, and related agencies to gather and verify accurate and complete information for processing birth and death certificates.
- Issue disposition permits to mortuaries for burial or cremation.
- Issue certified copies of birth records; access on-line vital statistics records; verify qualifications of recipient.
- Issue sealed death certificates upon verification of requestor's vested interest.
- Collect and process fees, issue receipts, run daily reports, and balance with cashier daily.
- Maintain statistical records of transactions; submit monthly reports to the Colorado Department of Health.
- Act as main informational contact; ensure appropriate procedures are followed; make adjustments to procedures as required and reviewed by supervisor.
- Attend local and state seminars, conferences, workshops, classes, lectures, etc. as appropriate, to enhance and maintain knowledge of trends and developments in vital records mandates and regulations; maintain contacts with the state and other Deputy Registrars to facilitate exchange of information.
- Perform general secretarial and clerical duties as required including reception, typing, filing, data entry, mail processing and similar type work.
- Provide back-up coverage for the department's cashiering and reception functions.
- Perform other duties as appropriate or necessary for performance of the job.
- Scope and application of laws and regulations pertaining to vital records and statistics.
- Operation of standard office equipment including fax machines, copiers, and computers.
- Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
- Modern office practices and procedures.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Interpret and apply a variety of organizational policies and procedures.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Make accurate mathematical calculations.
- Communicate clearly and concisely, both verbally and in writing.
- Maintain sensitive and confidential information.
- Perform typing functions within required words per minute.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Two years of experience in a directly related field or in the performance of similar duties and responsibilities.
- High School diploma or GED supplemented by additional secretarial or office administration coursework.
- Certification as a Deputy Registrar through the Colorado Department of Public Health and Environment (CDPHE).
- Maintain continuing education hours annually or as required.