Vital Statistics Technician

Description

The County of Yolo is recruiting to fill one regular, full-time position at the Assessor/Clerk-Recorder/Elections Office (ACE) in the Clerk-Recorder branch. The candidate selected to fill this vacancy will be allocated to either the Vital Statistics Technician or the Vital Records Deputy Registrar classification depending on their background and experience. Clickhereto learn more about the Vital Records Deputy Registrar position.

The Vital Statistics Technician position within the Clerk-Recorder branch of ACE is responsible for following established local and State Vital Statistics laws, rules, and procedures for registering and maintaining birth, death, and fetal death records in the county. Technicians will assist in processing Burial Permits, Out of Hospital Births, and non-communicable disease letters. This position will provide excellent customer service to the public, funeral establishments, and other government agencies. Technicians will assist in the processing of certified copies of vital records, Official Records requests, filing Fictitious Business Name Statements (FBN), mailing Official Records, and other various clerical functions.

Definition: Under direction, the incumbent processes, records, and compiles all birth, death, and fetal death events with the County; prepares and maintains morbidity reports for local and State statistics; and does related work as assigned.

Distinguishing Characteristics: This is a single-position class assigned to the Assessor/Clerk-Recorder/Elections Department with direct delegation of authority by the Health Officer, a medical doctor. Incumbents in this class report to the Clerk-Recorder/Assessor Program Manager or other management personnel. It is a clerical position requiring the incumbent to be proficient in local and State Vital Statistics laws, rules, and procedures. It is distinguishing from other positions involving general statistical work in the highly technical nature of vital statistics; consequence of error; and under direction of the Clerk-Recorder/Assessor Program Manager.

Incumbents in this class must have a desire to provide superior customer service, and be an open-minded, positive, and collaborative team player. They must have strong organizational skills and be a hardworking, motivated individual. They must possess the ability to operate computers and other equipment, keep information confidential, a strong attention to detail, and strong critical thinking skills. Lastly, they must be able to meet deadlines, and they should possess proficient written and oral communication skills.

This recruitment will be open on a continuous basis until the positions are filled. Interested applicants should submit an online County of Yolo Employment Applicationand a completed Supplemental Questionnaire. For important and detailed information regarding the application and selection process for this recruitment, please see the APPLICATION AND SELECTION PROCESS section of this job announcement below.

Essential Functions

The following duties are typical of those performed by the incumbent in this classification; however, other duties may also be required.

• Processes, registers, and maintains files on all birth, death, and fetal death certificates of all such events occurring in the county; maintains files on disposition of human remains permits.

• Processes, issues, receipts or bills for required fees for all services provided within Clerk records management software; balances cash drawers and prepares deposits.

• Assists the general public via telephone, in person, or by written communication on vital record matters, (e.g., assist in providing information and refer the public to the state for preparing applications for delayed registration of birth, affidavit to amend a record, supplemental name reports, new birth certificates after acknowledgement of paternity.)

• Operates computers, reproduction and scanning equipment to capture and reproduce vital records and data for archival storage and distribution to the public.

• Maintains the security of legally confidential vital records.

• Prepares and mails monthly billings to funeral homes for certified copies of death certificates requested, and disposition of human remains permits issued;

• Compiles and prepares monthly workload data reports;

• Provides assistance to local on-line agencies in the maintenance and operation of thecomputer systems for registering births, deaths, and fetal deaths; issuing burial permits.

• Prepares and processes requests for vital records; issues certified copes of official and vital records.

• Reviews microfilm for legibility and completeness; mails out recorded official records. Reviews and files oaths for notary publics.

• Reviews, issues and files Fictitious Business Name statements, Department of Fish and Game filings, Power of Attorney forms; registers process servers, Professional Photocopiers, Legal Document Assistants and Unlawful Document Assistant applications; and issues appropriate identification cards.

• Reviews and receives Conflict of Interest Statements.

• Reviews marriage license applications; issues marriage licenses; shall perform marriage ceremonies as a deputy civil marriage commissioner.

• Performs related duties as assigned.

Employment Standards

Education:Graduation from high school or possession of a valid G.E.D. certificate; AND Experience:Two years of increasingly responsible clerical experience which includes entering, retrieving, and compiling statistics from a management information system. One year of full-time business education beyond the high school level may be substituted for one year of the required experience.

It is preferred that incumbents be bilingual in another language in addition to English.

Special Requirements: Persons employed in this class may have occasional work outside of normal business hours (including but not limited to weekends/holidays) on a periodic / back up basis.

Knowledge of:the appropriate State laws and State Health Department regulations concerning birth and death certifications, burial permits and morbidity reports; local regulations, policies and procedures concerning vital statistics; State documents and forms related to birth and death records and morbidity reports; modern office practices, procedures and electronic equipment, including data and word processor, and computer terminal; accounting principles as they relate to the collection, receipt and deposit of monies and fees.

Ability to:organize, implement and maintain a system of vital statistics, records, including birth and death certificates, and morbidity reports; operate a variety of modern office equipment which may include calculator, electronic typewriter, on-line computer, data and word processor; deal with other agency personnel, clients and the public with tact and diplomacy while at the same time securing sensitive information concerning vital statistics; type no less than 35 words per minute.

License: Positions in this classification require incumbents to possess and maintain a valid California driver's license, Class C or higher, to carry out job related duties. Individuals who do not meet this requirement due to a physical or mental disability may request a reasonable accommodation.

Application & Selection Process

Application Process

It is highly recommended that you print this job bulletin for future reference.

Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position as of the final filing date. Application information must be current, concise, and related to the requirements in this job announcement. A resume may be included with your application; however, it will not substitute for the information requested on the application. In addition to a completed application, applicants are required to submit a completed supplemental questionnaire for this position. Incomplete applications will be disqualified.

Additional documents may be submitted to the Yolo County Human Resources Department in any one or more of the following ways:

• As an attachment to the online application

• By e-mail to jobs@yolocounty.org

• By fax to (530) 666-8049

• By hand-delivery to 625 Court Street, Room 101, Woodland, CA 95695. Office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Human Resources is not responsible for the untimely delivery of materials sent via U.S./specialized mail, or County interoffice mail.

Selection Procedure

The following is a tentative schedule of events that will occur as part of the selection process. The selection process steps may change with or without notice.

• Screen for Minimum Qualifications

• Screening for Best Qualified

• Department Selection Interviews

• Finalist Interviews

• Conditional Job Offer pending:

• DOJ Livescan

• Medical Examination (Drug & Alcohol Screening)

Screening for Best Qualified

The supplemental questions are designed to elicit specific information regarding a candidate's experience, education, and training. Responses should be consistent with the information on your application and are subject to verification. If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely. Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question. If you have no experience, write "no experience" for the appropriate question. Based upon responses to the supplemental questionnaire, the applicant's education, training, and experience will be evaluated to determine those applicants that are best qualified.

Contact Information

For questions about the position or about employment with the County, please contact Human Resources by e-mail atjobs@yolocounty.orgor by phone at (530) 666-8055.

Equal Employment Opportunity

It is the policy of the County of Yolo to provide equal employment opportunity for all qualified persons, regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. The County will comply with all of its obligations under State and Federal laws regarding the provision of reasonable accommodations to applicants. Reasonable testing arrangements may be made to accommodate applicants with disabilities or who are unable to attend a scheduled test due to religious reasons in accordance with the Fair Employment and Housing Act and the Americans with Disabilities Act. Please call the County of Yolo Human Resources Office at (530) 666-8055 at least five (5) business days prior to the scheduled test date to request accommodation. Documentation from a medical doctor, rehabilitation counselor, or other qualified professional will be required.

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Come join us! This is where YOU belong.