This position is offered a comprehensive and competitive benefits package, which includes:
Medical, dental, vision and more
Generous paid time off and holidays
Retirement plan with up to 5% matching
This position is full-time, nonexempt, classified and covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.
Hours are 8:00 am - 4:30 pm and as needed; 37.5 hours/week; overtime as required
Under the direction of the Vital Records Director, the Vital Records Clerk collects, files, preserves and certifies vital records.
Responsible for issuing certified birth and death certificates as requested in person, Internet service, and via mail. Assists individuals with completing applications, reviewing identifiable information, making and certifying copies and collecting and receipting payments as required.
Interacts with a variety of government departments and social agencies requesting and/or providing birth and death verifications, certificates and related information. Assists public with obtaining birth and death records from other counties within Indiana, other states and abroad.
Answers multi-line phone, takes and distributes messages, directs callers to correct division, department or agency. Discusses detailed information with public regarding sensitive issues with tact, frequently involving problems and distressed public.
Assists in resolving customer problems and responds to inquiries as appropriate, including explaining procedures, ordinances and regulations.
Researches and processes all legal corrections, certifiable facts and changes to County birth and death records. Processes, images, maintains and updates all records for the division, including Adoption Records, Court Orders, Affidavit Requesting Amendments, Paternity Affidavits, Paternity Affidavits Upon Marriage, Court Orders Determining Parentage, Legal Name Change, Flagging Missing Children and Home Births.
Investigates and verifies authorization for request of all vital records.
Assists with preparing and issuing certified death certificates, includes assisting funeral homes, coroner’s office, doctors’ offices, and families with filing death records, verifying accuracy of information, doctors’ signatures, data entry information, preparing records for filing with the Indiana State Department of Health (ISDH), preparing and indexing accordingly.
Responsible for issuing burial and cremation permits and researching and issuing genealogical records.
Assists in preparing new birth records for Allen County and with ISDH. Reviews verifications, typing accuracy, processing birth record verifications to and from mothers and forwarding records to ISDH as directed.
Updates birth record index and computer records accordingly. Assists parents with completing necessary homebirth paperwork, including explaining medical terminology and pregnancy related questions.
Composes and types a variety of letters, memos, reports and other correspondences as directed by Supervisor, including sensitive, non-routine correspondences requiring tact. Sorts and distributes daily mail, faxes and electronic mail.
Creates and enhances database files, researches and gathers information for monthly and annual statistical reports and closes year-end reports. Assists with proper retrieval and filing of Department records and maintains filing systems accordingly. Updates State Regulations books as needed.
Maintains current knowledge of appropriate computer systems and software. Maintains current knowledge of basic repair/maintenance of office equipment including copier, microfilm reader-printer, electronic cash register, laminating machine and fax machine.
Cross trains other clerical staff as necessary.
Performs all other duties as assigned, including overtime as required.
Minimum Requirements and Working Conditions
High School Diploma or GED and one year experience providing excellent customer service
Strong written and verbal skills
Attention to detail and the ability to file accurately
Thorough knowledge of statues, regulations, department policies and procedures and the Intelligence Reform Bill pertinent to the maintenance and issuance of vital statistics
Broad knowledge of and the ability to convey information, explanation and interpretation of vital statistics regulations.
Ability to discuss alternative options with general public regarding complying with rules, regulations, laws, policies and procedures
The Vital Records Clerk works in a standard office setting with the ability to move around freely with some lifting up to forty pounds, pushing and/or pulling loads, reaching over head, crawling and frequent bending.