Administrative Technician - Vital Records (Health Services)

Position Summary

Provides administrative support for Vital Records staff and local Registrar to adequately register, process, and maintain all birth and death events that occur in Shelby County. Performs administrative work in analyzing, processing, and maintaining daily reconciliations, statistical and data control of reports and records. Acts in a lead capacity. 

Pay Grade: 43 
Salary Commensurate with Experience and Education 

Minimum Qualifications 

• Four (4) years of experience in clerical, bookkeeping, data processing or statistical work; and high school diploma or GED; OR
• Three (3) years of experience in clerical, bookkeeping, data processing or statistical work; and one (1) year college study (30 semester hours or 36 quarter hours).
• Two (2) years of experience handling a large volume of currency preferred.
• Notary Public is preferred.
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities 

• Maintains birth and death records in the TN VRISM system and ensures records are accurate and complete. 
• Processes customer payments and completes daily financial reconciliations. 
• Assists with payroll, purchasing, travel, budgeting, and other administrative functions. 
• Ensures compliance with confidentiality requirements.  
• Implements office procedures and communicates operational updates to management and staff, and orders and monitors office supplies. 
• Provides lead support to clerical staff and assists with resolving workflow and customer service issues. 
• Processes and issues records in accordance with Tennessee laws, regulations, and State Vital Records guidance. 
• Registers home births and Voluntary Acknowledgments of Paternity (VAoP). 
• Oversees permits for the cremation, transportation, and disposition of human remains. 
• Processes VitalChek orders, responds to customer concerns, and monitors customer service operations. 
• Educates customers, funeral homes, and government agencies regarding Vital Records policies and procedures. 
• Audits certified paper usage and prepares required reports for the State. 
• Performs other related duties as required or directed. 

KSAs 

• Knowledge of laws, ordinances, rules, and regulations affecting record-keeping operations of a health care setting.
• Excellent internal and external customer service skills.
• Ability to plan, organize and maintain an even flow or work.
• Ability to maintain continuous rational alertness and calculation for the production of daily activities.
• Ability to communicate effectively in written and verbal forms.
• Ability to solve problems and make sound decisions.
• Ability to establish and maintain effective working relationships.
• Ability to adhere to confidentiality standards.
• Proficient in Microsoft Word and Excel or related word processing or spreadsheet software.

Special Requirements 

• Must be able to work at multiple locations as required.
• Work may require attendance at meetings and activities on weekends and/or after regular business hours.
   

Disclaimer 

This position is subject to a background check for any convictions that are substantially related to the job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate. 
 

Shelby County Resident Disclaimer  

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include appointed positions with the Sheriff’s Office, Division of Corrections, or the Fire Department.