Vital Records Coordinator

City of Arlington•Arlington, TX

2d•$48,671 - $60,839•Onsite

About The Position

Under general direction, performs a variety of specialized clerical and accounting functions related to recording and issuing of birth and death certificates. Coordinates and trains staff. Performs related duties such as report compilation; reconciliation and preparation of daily revenue reports and deposits. Responds to customer complaints and inquiries in a timely and efficient manner and provides assistance to management as directed. Provides direct oversight to front office staff.

Requirements

Knowledge of records management responsibilities and procedures.
Knowledge of basic computer operations.
Knowledge of laws regulating issuing and or registering death and birth certificates.
Knowledge of Selected Rules & Statutes for Vital Statistics.
Knowledge of Texas Family Code Selected Statutes.
Knowledge of City, State, and Federal regulations concerning issuing and or registration vital records.
Knowledge of basic accounting and financial procedures.
Knowledge of the principles and practices of modern office methods and procedures.
Knowledge of the methods, practices and terminology of financial record keeping, bookkeeping, budgeting and purchasing.
Knowledge of proper English, spelling and punctuation.
Skill in maintaining detailed and accurate records and preparing technical and statistical reports.
Skill in communicating effectively with the public by both oral and written means.
Ability to develop an alternative solution to problems, evaluate a course of action, and reach appropriate recommendations for decision making.
Ability to receive detailed information through oral communication and make fine discriminations in sound.
Ability to operate a personal computer; proficiency in Word, Excel, PowerPoint, and Access.
Ability to work independently in the absence of specific instructions.
Ability to perform a variety of physical skills including but not limited to seeing, sorting, filing, typing and writing.
Ability to perform a variety of complex clerical work independently.
An associate’s degree in secretarial science, office operations/management or related area.
One year of supervisory or office coordination experience or any equivalent combination of education and/or experience may be substituted.
Criminal Background check

Responsibilities

Review, confirm accuracy, completeness and conformity and disseminate information related to citizens, hospitals, morticians and other interested parties for birth and death certificates in accordance with state and federal laws; maintain records associated with vital statistics (birth/ death) and maintaining accurate data base.
Ensure compliance with state legislation for hospitals and funeral homes for burial transit, cremation and disinterment for compliance with state legislation and issue burial transit, cremation and disinterment permits.
Review and approve subordinate staff’s request for vacation, sick leave, etc.
Maintain and prepare financial reports of revenues and deposits; accept money and maintain records of monies received.
Assist with the daily administrative operations through assisting with citizen inquiries, licensing, permitting and walk-in citizen requests for service.
Communicate with other City departments, governmental entities, citizens, answer questions, solve problems, and provide necessary information.
Instruct and train staff in policies and procedures.
Maintain archived records and other duties of the Community Services records custodian.
Write clear and concise memos and reports with narrative and or numerical data; and providing administrative assistance to the Field Operations Manager.
Perform receptionist/cashier duties; serve as a backup to CSS for deposit verification.
File all birth and death records and any needed supplemental records (amendments, duplicates, etc.).
Receive detailed information through oral and written communication.
Exercise discretion and independent judgment utilizing knowledge of the organization's policies and personnel.
Operate a variety of office equipment including but not limited to a personal computer, telephone, and calculator.