Vital Records Registrar

Maricopa County, AZ - Phoenix, AZ (30+ days ago)3.7


Position Overview
The Vital Records Registrar registers vital records and issues certified copies of birth and death certificates while maintaining security, assuring surveillance of public health mortality threats, and complying with Arizona State Statutes, administrative codes, and federal requirements.

Position Qualifications

Minimum education and/or experience:
High school diploma or GED and one (1) year vital records/registration or health services field experience, which includes medical records, medical data entry, mortuary science or other medical related positions.

Specialized training, certifications, and/or other special requirements:
Must possess, or have the ability to obtain by the time of hire, a valid Arizona driver's license. Upon successful completion of County, State and applicable Federal training, you will be appointed as a Deputy Local Registrar by the Chief Deputy Local Registrar and the Maricopa County Department of Public Health, Chief Health Officer. May be appointed as a Notary.

Knowledge, Skills, and Abilities:Knowledge of:
Principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
Microsoft Office Products, Point of Sale (POS)System, high volume copier and fax machine, 10 key calculator, embosser, printer, larger paper cutter, and shredder.
Document management and maintenance techniques and procedures.
Administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
Data entry equipment and office practices and procedures.

Skilled in:
The use of computer applications including spreadsheets, database and word processing software.
Active learning by understanding the implications of new information for both current and future problem-solving and decision-making.
Verbal, writing, typing, data entry.
Collecting and analyzing complex data.
Service orientation by actively looking for a means to assist internal and external customers.

Ability to:
Interpret statutes, rules, and policies that apply to the Office of Vital Registration.
Stay abreast of constant changes in society laws and policies as they relate to vital registration.
Handle a high volume workload.
Use various state databases, federal websites, medical dictionaries and other related materials to perform daily functions.
Maintain highest level of confidentiality regarding vital registration activity.
Handle a large volume of cash.
Maintain and create calendars, schedules, and other resource information.
Maintain regular and reliable attendance.

Preferred education and/or experience:
Associate's degree or higher. Advanced experience in vital records/registration or health services field experience, which includes medical records, medical data entry, mortuary science or other medical related positions beyond the minimum requirements. Experience and knowledge working with the National Center for Health Statistics and Center for Disease Control guidelines. Bilingual (English/Spanish) skills.

Preferred training, certifications and/or other special requirements:
Experience and knowledge working with a U.S. Vital Registration based system. Current Notary certificate.

Working conditions:
Depending on the assignment may be required to work at various locations, and be on-call after hours and on weekends to respond to customer and partner requests for the registration and issuance of disposition-transit permits or in response to a public health emergency. This position will handle traumatic subject matter. Travel will be required for attending conferences, trainings and possible varying work locations as assigned. Requires travel to and from job related locations during the course of a scheduled workday, subject to County policies regarding use of County vehicles and/or private vehicles used on County business.

All employees of the Maricopa County Department of Public Health, within one month of their start date, will be required to provide evidence of immunity or receive immunizations for vaccine-preventable illnesses for any position within the department. Required immunizations include MMR (measles, mumps, rubella), Tdap (tetanus, whooping cough and diphtheria), Varicella (chicken pox) and annual Influenza and some positions requiring Tuberculosis and Hepatitis B.
Essential Job Tasks
Applies specialized working knowledge to register live birth, death, and fetal death certificates that occur primarily within Maricopa County.
Reviews, evaluates, issues, and/or lawfully corrects or amends live birth, death, and fetal death certificates and records that occur within the State of Arizona.
Applies the appropriate Arizona Statutes and Arizona Administrative Codes while maintaining 100% data and identity security contained within all records and documents provided by the general public and private or public agencies.
Addresses high volume customer inquiries received in person, telephonically, and via the web.
Accepts payment for services rendered, balance cash drawer, and reconcile paperwork on a daily basis.
Ensures accuracy of financial transactions involving legal tender, corporate checks, and credit and charge accounts.
Ensures adherence to the secure data records retention policies and maintains strict compliance with the management and recording of all data.
Maintains and reconciles financial invoices and update charge accounts for funeral homes.
Provides business and finance related reports to management.
Validates all identification and evidentiary documents presented by customers, agencies, and private parties.
Communicates the laws, policies, and procedures that determine who may or may not purchase certified copies of vital records and/or how to lawfully register and correct/amend records as determined by administrative or court ordered changes.
Contacts and coordinates with law enforcement and Homeland Security regarding potential fraudulent activity.
Ensures receipt of and process Human Remains Release Forms to issue permits for the transportation and disposition of human remains.
Notifies appropriate agencies upon review of medical information and causes of death.
Coordinates with the Medical Examiner's Office and provide non-contagious/non-communicable disease letters as required.
Edits, registers, and processes certificates of all home births, still births, fetal deaths, deaths and foundlings that occur primarily in Maricopa County and within the State of Arizona as necessary.
Enters related data into appropriate databases.
Documents and maintains files regarding interviews with family members, partners, and parties with legal interest in the births or deaths.
Notarizes customer affidavits to correct erroneous data or information on certificates.
Processes Maricopa County hospital and funeral home correction letters/amendments, court orders, and voluntary acknowledgements of paternity.
Delivers Maricopa County vital records to the Arizona Department of Health Services.
Files and archive all vital records and related items in compliance with the approved State of Arizona retention schedule.
Provides consultation and training to funeral homes, birthing facilities, public partners, and stakeholders regarding the vital registration process.
Coordinates with the Arizona Department of Health Services to resolve any vital registration issues that may be out of compliance.
Provides daily activity reports of all vital registration activity to management for quality assurance purposes.
Selection Procedure
The Maricopa County Human Resources Department reserves the right to admit to the selection process only those candidates considered to be the most highly qualified. Those selected will be assessed based on evaluation of listed education and experience. The hiring authority will interview and select the successful candidate from a list provided by Human Resources.

All offers of employment made to new hires and rehires at Maricopa County are contingent upon successful completion of a post-offer, pre-employment thorough background investigation. A background investigation is conducted on a current employee who changes to a Safety Sensitive Position or one having the potential for serious adverse impact on the integrity or efficiency of the County. These requirements do not pertain to employees of elected officials who undergo background investigation processes administered through their respective offices.

Typically, successful candidates are hired at a salary rate up to midpoint of the range, based on applicable experience, internal equity and budgetary allowances.