Records Management Clerk

Salary: $16.91 - $27.89 Hourly

Location : CO 80111, CO

Job Type: Full-time

Job Number: 05823

Department: Public Health

Opening Date: 07/01/2024

Closing Date: 7/15/2024 11:59 PM Mountain

Description

Records Management Clerk
Records Management Clerk role performs administrative and customer assistance duties including forms processing, data entry, cash balancing, and record keeping related to the registration and issuance of birth and death records and the issuance of burial permits within the County. Clerk also performs courier delivery of death certificates to funeral homes using County vehicle.

Lead Records Management Clerk
Lead Records Management Clerk Team performs training and tracks state required trainings for the team. The role is responsible for team compliance with the State Office. Additionally, the role will oversee daily operations in supervisor's absence as well as performs administrative and customer assistance duties including forms processing, data entry, cash balancing, and record keeping related to the registration and issuance of birth and death records and the issuance of burial permits within the County.

NOTE: The county anticipates hiring this position as a Records Management Clerk based on current budget. This position is eligible for career progression as outlined below.
Records Management Clerk full salary range is $16.91-$25.35 per hour.
Lead Records Management Clerk full salary range is $18.60-$27.89 per hour.
Duties

Records Management Clerk Performs all duties and activities related to the processing of birth and death certificates, pursuant to laws, regulations, and standards set by the State Registrar.
Examines certificates for accuracy and completeness and makes corrections or resolves discrepancies.
Responds to requests for birth and death certificates and disposition permits via the Internet, telephone, mail, fax and in person.
Issues certified copies of birth records; accesses on-line CDPHE vital statistics records; verifies qualifications of recipient.
Issues permits to mortuaries for disposition (burial, cremation, etc.). Issues sealed death certificates in absence of the Deputy Registrar/Assistant Deputy Registrar.
Assures appropriate fees are collected, receipts issued, and daily reports are run and reconciled as appropriate.
Performs routine clerical duties related to the issuance and processing of certificates and permits such as answering phones, typing, searching files, filing, data entry, and record keeping.
Maintains statistical records of transactions.
Delivers death certificates to funeral homes in metro area.

Emergency Preparedness and Response Responds, as required, to support public health emergencies, incidents, and events. Employee participates in all exercises and drills on emergency preparedness and response, as required. Completes trainings identified as appropriate for this level employee and initiates corrective actions and responses pursuant to Federal, State, and Local laws, statutes, and regulations.
Skills, Abilities and Competencies: Communicates clearly and concisely, verbally and in writing.
Maintains active working knowledge of CDPHE regulations related to vital statistics., current office practices procedures, and customer service skills.
Training Create and oversee training schedule for all new employees, including updating and creating training materials.
Train new staff. ID and Track training requirements from the State Office.
Compliance Ensure DTP and Fetal Death registrations are filed in a timely manner.
Monitor supply of DCN secured paper and advise supervisor of need to order.
Ensure DCN reports in COVES are current and clean on a weekly basis.
Monitor compliance with State Vital Records office annual recognition award.
VR Office Daily
Oversee all daily operations during Supervisor's absence.
Foster environment of teamwork, comradery, and collaboration.
Post holiday signs and email reminders for holiday closures (at Supervisor's instruction).
Vitals Office Performs all duties and activities related to the processing of birth and death certificates, pursuant to laws, regulations, and standards set by the State Registrar.


Behavioral Competencies (these are required for all positions at ACG):
Accountability
Accessibility
Inclusivity
Integrity
Requirements

Education and Experience: High School Diploma or equivalent
1+ year experience in general office or customer service
Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.
3+ year Vital Records team experience (COVIS/COVES System Experience)
Preferred Education and Experience:
Bi-lingual Spanish strongly preferred
Supplemental Information

Pre-Employment Additional Requirements: Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR), Criminal and CBI background check.
Certification as a Deputy Registrar through the Colorado Department of Public Health and Environment (CDPHE). Thorough understanding of State Vital Records Office regulations. Complete 8 hours annual training through CDPHE.
WORK ENVIRONMENT: Work is generally confined to a standard office environment.
PHYSICAL DEMANDS: Spends 90% of the time sitting and 10% of the time either upright or walking.
Occasionally lifts, carries, pulls or pushes up to 20 lbs.
Occasionally uses cart, dolly, or other equipment to carry in excess of 20 lbs.
Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios,.