Vital Records Specialist

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor's degree from an accredited college or university with major course work in a field related to Business or Public Administration, plus four (4) years of experience in a field related to a professional or administrative capacity.
• Any combination of related education and experience may be substituted.

Licenses and Certifications Required:
None.
Notes to Applicants
This position performs complex and confidential administrative support activities to ensure accurate and prompt information and resources necessary to maintain effective operations of the Office of Vital Records. This position serves as Deputy Registrar of Vital Records, providing technical assistance to Vital Records source providers as well as coworkers and customers. Responsible for registration of all City of Austin birth and death records in a timely manner. Responsible for updating vital records with amendments, replacements, and flagging notations. Serves as technical lead, responsible for maintenance of various vital records systems. Assists in the selection, training and evaluation of Vital Records personnel. Assists in coordinating work assignments. Represents the Office of Vital Records in the Registrar's absence.

Work must be carried out in compliance with Texas Health & Safety Code and Texas Administrative Code statutory requirements, in addition to City of Austin and Office of Vital Records policies and procedures to ensure the proper protection of confidential vital records documents and information. This position is not eligible for telework.

Licenses or Certifications:

• The Vital Records Specialist will be required to obtain and maintain Acknowledgement of Paternity Certification through the Office of Attorney General, and Birth Registrar Certification through the Texas Department of State Health Services, Vital Statistics Section. Certifications are statutorily required for the work being performed and must be achieved within the first sixty (60) days of employment.

Work Hours

• Monday - Friday, 7:45 a.m. - 4:45 p.m.
• Work schedule is not flexible and this position is not approved for telework.

APH Information

• This position supports Austin Public Health's Mission and Core Purpose identified in the Austin Public Health Strategic Plan .
• Departmental Competencies related to the position can be found on Austin Public Health's website .
• When public health responds to an emergency you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends with possible deployment to locations other than the Austin Public Health.

If you are selected to Interview:

• This position will have in-person interview(s).
  • This position will require a pre-employment Criminal Background Investigation ( CBI ).
  • An additional Criminal Background Investigation will be administered on behalf of the Texas Department of State Health Services will be required upon employment and a successful result is a condition of employment.

Regarding your Application:

• A detailed, complete City of Austin employment application is required to evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
• Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application.
• Work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number.
• Incomplete applications will not be considered.
• The responses to the supplemental questions should reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.
• Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

Salary and Benefits:

• Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, paid sick, vacation, and personal time, and a retirement plan.

Electronic Notification to Applicants:

• Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs.
• Please ensure that the email address and contact information you provide are current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner
• Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days.

Effective July 8, 2024, all City of Austin workplaces are tobacco-free. Employees are not to use tobacco at any time while on City of Austin-owned and leased properties. This includes the building, parking garage, and any of the property grounds. Tobacco products include cigarettes, cigars, chewing tobacco, snuff, pipes, snus, and electronic smoking devices.

Preferred Qualifications
Preferred Experience:

• Demonstrated experience working in a vital records office at the State or Local level.
• Demonstrated experience in a lead capacity to include staff training, coaching and evaluation.
• Demonstrated experience working with highly confidential records or information.
• Demonstrated experience providing assistance verbally and in writing, to diverse professionals, customers, government officials and/or the general public.
• Demonstrated high-level working knowledge of, and experience interpreting, Texas statutes, rules, regulations, policies and procedures and/or Program rules and regulations, as related to Vital Records processing.
• Demonstrated knowledge of City of Austin financial systems related to cash handling, including receipt, recording and reconciliation of financial transactions.
• Demonstrated proficiency with Microsoft Office Suite, specifically Word, Excel and Outlook.
• Ability to adhere to a regular and predictable schedule.
• Ability to travel to multiple locations.

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

Ensures that proper information pertaining to birth or death certificates is made available to funeral homes, hospitals and the general public.

Assists funeral directors and hospital representatives in correcting certificates and locating census tracts.

Operates various types of office equipment.

Performs data entry activities utilizing personal computer.

Interprets statutes, rules and regulations as prescribed in Vernons' Texas Civil Statutes.

Assists in coordinating work assignments within the bureau.

Prepares requisitions and contracts for vendors.

Assists in the selection, training and evaluation of personnel.

Serves as backup timekeeper and handles routine correspondence.

Represents Registrar when required

Responsibilities- Supervision and/or Leadership Exercised:

• May provide leadership, work assignments, evaluation, training, and guidance to others

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of city, state and Federal statutes, rules, ordinances, codes and regulations relating to recordable documents.
• Knowledge of medical terminology.
• Knowledge of the principles of file systems, case files and records management.
• Knowledge of court processes, legal terminology, and records available through City resources.
• Knowledge of City and Department policies and procedures.
• Knowledge of the principles and practices of inventory control.
• Skill in interpreting policies and procedures with firmness, tact and impartiality.
• Skill in assessing and prioritizing multiple tasks, projects and demands.
• Skill in working within deadlines to complete projects and assignments.
• Skill in establishing and maintaining effective working relations with co- workers and other City employees.
• Skill in operating a personal computer utilizing a variety of standard software.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.