CVRS Program Support - Coordinator 1

University of New Orleans•Baton Rouge, LA

10d•Onsite

About The Position

Reviews incoming correspondence for the Office of Public Health’s (OPH) Center for Vital Records and Statistics (CVRS) and applies an in-depth knowledge of Vital Statistics Laws as they relate to access to highly confidential records. Assists walk in customers requesting vital records. Screens all applications for proper identification to determine whether they have legal authority to obtain copies of requested documents. Routes to proper unit for further processing. Returns request with incomplete information or fees with explanation for the return. Verifies checks or money orders for completeness and attaches to request for processing. Maintain files on all certified and express mail received daily from couriers for all departments within Vital Records and Health Statistics. Provides accurate information to the public and answers questions about services, fees and disclosure of vital records in compliance with Louisiana Statutes. Completes reconciliation of all bank note used by staff at the Vital Records Central Office, Parish Health Units and Clerk of Courts. Ensures voided documents are boxed and labeled for destruction per retention schedule. Complete updates of vital records in the Louisiana Electronic Event Registration System (LEERS). Assists with inventory, surplus, and supports the call center. Answers high volume of incoming telephone calls received through the primary telephone line for BVRS. Provides accurate information to the public and answers questions about services, fees and disclosure of vital records. Routes callers to the appropriate Vital Records unit and/or other programs to respond to specific questions. Accesses the LEERS System to search, investigate and check status of inquiries and complaints and documents ordered. Appropriately assesses call priority and routes calls requiring escalation to appropriate division manager. Transcribes, records and logs all messages received from customers verbally requesting information/instructions for informational packets. Types, prints and affixes labels to envelopes for same day mailing of requested. Creates cases in LEERS to aid in the processing of all mail orders. Assists with folding complimentary birth certificates. Provides training to new employees in the unit regarding proper and professional telephone etiquette. Process incoming vital event data via paper and electronic submission. Ensures paper submissions of birth, death, fetal death, marriage, and divorce data is complete and accurate. Ensures acknowledgments of paternity for birth and fetal death certificate registrations are complete and accurate. Reviews electronic records submitted for review for any discrepancies and clearly communicates with funeral homes, physicians, hospital staff, parish health units, and others regarding necessary steps needed to resolve discrepancies and complete registration. Files processed paper records according to existing organizational systems. Compiles basic information on incoming data collected for analysis. Assists with the compilation of reports for use by program managers. Issues, accepts and records marriage licenses, Serves as liaison between State Registrar, officiants, Clerks of Court, judges, clergy and the general public. Other tasks as assigned.

Requirements

Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
Excellent analytical and critical thinking skills
Effective organizational and time management skills.
Great attention to detail and follow up.
Ability to manage projects, assignments, and competing priorities.
Proficient in the use of Microsoft Office, including but not limited to Outlook, Word, and Excel.

Nice To Haves

Advanced degree.
Minimum 1 year professional experience performing administrative functions within an office environment or health care field.
Minimum 1 year professional experience working within the LEERS System or a comparable vital records or data management system.
Minimum 1 year professional customer service experience.
Minimum 1 year professional experience performing data entry and record maintenance.

Responsibilities

Reviews incoming correspondence for the Office of Public Health’s (OPH) Center for Vital Records and Statistics (CVRS) and applies an in-depth knowledge of Vital Statistics Laws as they relate to access to highly confidential records.
Assists walk in customers requesting vital records.
Screens all applications for proper identification to determine whether they have legal authority to obtain copies of requested documents.
Routes to proper unit for further processing.
Returns request with incomplete information or fees with explanation for the return.
Verifies checks or money orders for completeness and attaches to request for processing.
Maintain files on all certified and express mail received daily from couriers for all departments within Vital Records and Health Statistics.
Provides accurate information to the public and answers questions about services, fees and disclosure of vital records in compliance with Louisiana Statutes.
Completes reconciliation of all bank note used by staff at the Vital Records Central Office, Parish Health Units and Clerk of Courts.
Ensures voided documents are boxed and labeled for destruction per retention schedule.
Complete updates of vital records in the Louisiana Electronic Event Registration System (LEERS).
Assists with inventory, surplus, and supports the call center.
Answers high volume of incoming telephone calls received through the primary telephone line for BVRS.
Routes callers to the appropriate Vital Records unit and/or other programs to respond to specific questions.
Accesses the LEERS System to search, investigate and check status of inquiries and complaints and documents ordered.
Appropriately assesses call priority and routes calls requiring escalation to appropriate division manager.
Transcribes, records and logs all messages received from customers verbally requesting information/instructions for informational packets.
Types, prints and affixes labels to envelopes for same day mailing of requested.
Creates cases in LEERS to aid in the processing of all mail orders.
Assists with folding complimentary birth certificates.
Provides training to new employees in the unit regarding proper and professional telephone etiquette.
Process incoming vital event data via paper and electronic submission.
Ensures paper submissions of birth, death, fetal death, marriage, and divorce data is complete and accurate.
Ensures acknowledgments of paternity for birth and fetal death certificate registrations are complete and accurate.
Reviews electronic records submitted for review for any discrepancies and clearly communicates with funeral homes, physicians, hospital staff, parish health units, and others regarding necessary steps needed to resolve discrepancies and complete registration.
Files processed paper records according to existing organizational systems.
Compiles basic information on incoming data collected for analysis.
Assists with the compilation of reports for use by program managers.
Issues, accepts and records marriage licenses.
Serves as liaison between State Registrar, officiants, Clerks of Court, judges, clergy and the general public.
Other tasks as assigned.