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ASSISTANT REGISTRAR OF VITAL STATISTICS
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for the supervision of the Bureau of Vital Statistics, performing office management and record management in the processing of birth and death certificates. The processing of records are performed in accordance with the laws, rules and procedures mandated in the processing of birth and death certificates and the compilation of vital statistics. The work requires the exercise of independent judgment in the application of prescribed procedures and methods to routine and extraordinary cases. Work is performed under the general supervision of an administrative superior with direction received from the Commissioner of Health who is the Onondaga County Registrar. General supervision is exercised over a number of entry and senior level clerical employees. Does related work as required.
TYPICAL WORK ACTIVITIES
Supervises and participates in the typing, processing, indexing, sorting, recording and filing of live births, fetal deaths and death certificates as well as a variety of control records and reports.
Certifies by handwritten signature all originals and copies of live births, fetal deaths and death certificates.
Assign work to subordinates, reviews and records work done, develops office procedures and instructs new employees in specialized clerical and typing work in the unit.
Drafts form letters used by staff on a daily basis in answering mail for requests of records and the application forms used by customers at the counter.
Assists funeral directors in completing items on death certificates by advising them in what manner information must be recorded as required by law.
Prepares a monthly report which is distributed to the Commissioner of Health and Health Department Bureaus after all statistical data is tabulated for the month; prepares an annual report from same data.
Answers numerous personal and telephone inquiries from the public requesting birth and death certificate documents or information related to these documents on a daily basis and assists staff in doing same.
Orders and maintains office supplies and equipment and requisitions the repair of office equipment.
Assists in the implementation of a computerized system of record keeping in the Vital Statistics office.
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
Thorough knowledge of federal, state and local laws and regulations relating to the compilation and filing of vital records.
Good knowledge of the processing, receipt, transcription, coding, filing, indexing and safeguarding of birth and death certificates and vital statistics.
Good knowledge of the standard classification of the causes of death.
Good knowledge of simple statistical tabulation methods.
Working knowledge of the Vital Statistics Law and pertinent Public Health Law.
Working knowledge of the techniques and practices of supervision.
Ability to supervise a large number of subordinates in the processing of vital statistics records.
Ability to maintain good working relationships with other agencies and the general public.
Physical condition commensurate with the demands of the position.
A) Two (2) years of permanent competitive class status in a third level clerical or paraprofessional title; or,
B) Three (3) years of permanent competitive class status in a second level clerical title.
A) Three (3) years of work experience performing difficult and responsible (non-clerical) work, or supervising staff, in the processing of technical records such as vital records, medical records, legal records or statistical records; or,
B) Four (4) years of clerical or paraprofessional level work experience which must have been in either a supervisory capacity or in a non supervisory, advanced capacity, such as executive secretary to a department head, second line supervisor or administrator; or,
C) Four (4) years of work experience as an office manager who provides fiscal, personnel, or office services in support of a department head, second line supervisor or administrator.
Successful completion of semester credit hours from a regionally accredited or New York State registered college, university or business school may be substituted for up to two (2) years of work experience as follows: Thirty semester credit hours may be substituted for one (1) year of work experience; Sixty semester credit hours may be substituted for two (2) years of work experience.