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Job Information
State of Tennessee Job Information
Opening Date/Time Thur 02/16/2023 12:00AM Central Time
Closing Date/Time Wed 02/22/2023 11:59PM Central Time
Salary (Monthly) $2,825.00
Salary (Annually) $33,900.00
Job Type Full-Time
City, State Location Nashville, TN
Department Health
LOCATION OF (3) POSITIONS TO BE FILLED: DEPARTMENT OF HEALTH, VITAL RECORDS & STATISTICS OFFICE DIVISION, DAVIDSON COUNTY
For more information, visit the link below:
https://www.tn.gov/hr/employees1/benefits.html
Minimum Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time work in one or a combination of the following: vital records, medical records, clerical/office support work, or customer service delivery of health information.
Substitution of Education for Experience: Qualifying experience in vital records, medical records, clerical/office support work, or any customer service delivery may substitute for the required education on a year for year basis to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above listed fields may substitute for one year of the required education).
Substitution of Experience for Education: Course work credit received from an accredited college or university may substitute for the required experience on a month-month basis to a maximum of two years (e.g., 45 quarter hours may substitute for one year of the required experience).
Job Overview
Summary: Under general supervision, is responsible for vital records information assistance work of average difficulty; and performs related work as required.
Distinguishing Features: An employee in this class is responsible for lead and/or advanced work providing direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials. Work involves providing vital records assistance by telephone, correspondence, or in person. This class differs from the Vital Records Supervisor in that an incumbent of the latter is responsible for supervising a vital records unit.
Work Activities
Coaching and Developing Others:
Trains new staff or existing staff in policies and procedures of the VR offices.
Interacting With Computers:
Updates/Edits actual record in the database to correct information of a vital event.
Amends electronic image of records of event in compliance with Vital Records laws and rules.
Enters data into the special registration program to create a new certificate of birth by legal action.
Keys cause of death data into Super Micar program to comply with National Center for Health Statistics agreement.
Enters request data into databases to track, locate and issue a record or certify no record found.
Evaluating Information to Determine Compliance with Standards:
Reviews documents to determine acceptability of records as supporting evidence to amend a record.
Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth.
Reviews applications to determine entitlement to a requested service or record of event.
Resolving Conflicts and Negotiating with Others:
Handles difficult or irate customers when there is a complaint concerning the services requested.
Interpreting the Meaning of Information for Others:
Explain and enforce Vital Records laws, rules, policies and procedures as they apply to each request.
Monitoring and Controlling Resources:
Monitors distribution and usage of security paper needed for issuing certified copies in central office and local health departments across the state.
Monitors and orders courier envelopes, perforated paper, checks and other supplies needed for processing credit card orders.
Communicating with Persons Outside Organization:
Prepares correspondence requesting additional information, documents, or fees to finalize a legal process.
Interacts with community agencies, such as funeral homes, health care facilities, county court clerks, and local health departments, on a daily basis to provide information to finalize a request or file a new record.
Processing Information:
Reviews original records of event to determine acceptability for permanent filing.
Names batches to be scanned according to document types for inputting into electronic folders to be indexed.
Matches required reports from community agencies, such as; funeral homes and hospitals against original records to assure all known current years certificates of births and deaths and fetal death reports are filed.
Coordinating the Work and Activities of Others:
Acts as Lead person ensuring that required day to day tasks are carried out within the unit.
Performing General Physical Activities:
Retrieves original certificates from storage boxes for inclusion in a sealed record file.
Places original certificates into storage boxes for permanent filing and storage.
Communicating with Supervisors, Peers, or Subordinates:
Reports suspicious documents, activity or behavior to supervisor for further action or investigation.
Monitor Processes, Materials, or Surroundings:
Accurately maintains daily cash drawer to ensure proper closeout.
Monitors activities in customer service lobby to ensure safety, traffic flow, and supplies.
Getting Information:
Communicates with customers to gather information to process a request and/or assess their needs.
Performing for or Working Directly with the Public:
Responds to inquiries from the public either on the telephone, in person or by email concerning complex issues.
Collects and receipts appropriate fees for certificates or services.
Documenting/Recording Information:
Scans documents and reviews images to ensure each document in batch is captured correctly for uploading to database.
Repairing and Maintaining Electronic Equipment:
Routinely maintains scanning equipment such as cleaning mirrors, roller, replacing bulbs, etc.
Competencies (KSA’S)
Competencies:
Dealing with Ambiguity
Decision Quality
Learning on the Fly
Functional and Technical Competency
Problem Solving
Technical Learning
Priority Setting
Time Management
Timely Decision Making
Action Oriented
Drive for Results
Perseverance
Approachability
Boss Relationships
Compassion
Composure
Customer Focus
Dealing with Paradox
Integrity and Trust
Listening
Patience
Peer Relationships
Self-Development
Self-Knowledge
Knowledge:
Clerical
Basic knowledge of computers, to include internet and Microsoft Office
Customer and Personal Service
Basic knowledge of mathematics
Basic knowledge of human behavior and performance
Public Safety and Security
Skills:
Active Learning
Active Listening
Critical Thinking
Learning Strategies
Skilled in the use of mathematics
Monitoring
Reading Comprehension
Speaking
Writing
Skilled in adjusting actions in relations to others actions
Instructing
Negotiation
Persuasion
Service Orientation
Social Perceptiveness
Problem Solving
Routine Equipment Maintenance
Basic Troubleshooting
Management of Material Resources
Time Management
Abilities:
Category Flexibility
Deductive Reasoning
Inductive Reasoning
Information Ordering
Mathematical Reasoning
Memorization
Ability to add, subtract, multiply, or divide quickly and correctly
Oral Comprehension
Oral Expression
Problem Sensitivity
Selective Attention
Time Sharing Ability
Written Comprehension
Written Expression
Arm-Hand Steadiness
Dynamic Strength
Extent Flexibility
Auditory Attention
Speech Clarity
Speech Recognition
Tools and Equipment Used
Personal Computer
Copier
Fax Machine
Telephone
Scanner
Cash Register
