Deputy Registrar

The Vital Records Program within the Administration Division is recruiting for a Regular, Full-time (1.0 FTE) Deputy Registrar. The typical work schedule for this position is 8:00 a.m. - 4:30 p.m. Monday - Friday, in-person. This is a technical classification located in the Vital Records Office of the Tacoma-Pierce County Health Department and is under the supervision of a Deputy Registrar Supervisor and the Program Manager.  This role assists staff and incoming customers by responding to inquiries and connecting the public with vital records. This position assesses administrative productivity and processes and implements changes to increase operational quality and efficiency.  **This is an internal posting only**                

Based on our internal compensation review process, the starting hourly wage for this position is $26.98 (step 0) – $28.88 (step 2). We make decisions on higher starting salaries based on experience, education, and qualifications.

The full salary range for this position is?$26.98 - $36.50?per hour. This position also includes a comprehensive benefits package that includes insurance (health, dental, vision, life), retirement plan options, generous leave accruals, annual cost of living salary increases, employee programs, and more. Visit our benefits webpage to learn more.

This role assists internal staff and the public by responding to inquiries and connecting customers with vital records. This position assesses administrative productivity and processes and implements changes to increase operational quality and efficiency within the Vital Records program. This role also may act as a lead to the Deputy Registrar Assistant.

Distinguishing Characteristics
This position is the second level role of the Deputy Registrar series. The complexity and higher level of responsibility, knowledge required to interpret, explain, and enforce RCWs, and laws, and more independent decision making distinguishes this position from the Deputy Registrar Assistant. This position exercises independent judgment and discretion in addressing complex and potentially controversial issues, while adhering to well-defined directives, instructions, and procedures. The role works under the direction of the Deputy Registrar Supervisor and/or Program Manager.

Position Series

• Deputy Registrar Assistant
• Deputy Registrar
• Deputy Registrar Supervisor

Career Path Options
Options to continue your career at the Health Department depend on your interest, education, and training. Possibilities beyond the position series include:

• Fiscal Technician
• Medical Billing Specialist
• Records Specialist
• Office Administrator

Essential Functions

• Reviews and files death records and fetal death reports pursuant to applicable codes, laws, and instruction of the Local and State Registrar.
• Review documentation accuracy and completeness to issue Burial Transit Permits, non-contagious disease letters, and disinterment permits.
• Acts as a liaison between WA State DOH, hospitals, Medical Examiner's office, funeral homes and the public.
• Serves as a technical lead and provides training for staff regarding Vital Records. Provides training on the proper completion of Vital Records forms and applications and established policies and prescribed guidelines to ensure proper maintenance, archiving, release, and destruction of records. Complies with all guidelines and policies.
• Prepares end-of-day reports, deposits, and end-of-month billings. Transmits reports to the Finance Office.
• Processes monthly data-sharing reports and death certificate review invoices for funeral homes and agency partners.

Examples of Key Duties
The items in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic, and duties may change based on business needs. Any new duties will remain within the scope of the job.

• Reviews and files death records and fetal death reports pursuant to applicable codes, laws, and instruction of the Local and State Registrar.
• Provides back-up for the Program Manager and Deputy Registrar Assistants. 
• Greets customers and provides back up coverage for the Vital Statistics counter 
• Serves as a technical lead and provides training for staff regarding Vital Records. Provides training on the proper completion of Vital Records forms and applications and established policies and prescribed guidelines to ensure proper maintenance, archiving, release, and destruction of records. Complies with all guidelines and policies.
• Accepts and reviews legal documents for action, ensuring accuracy and completeness prior to processing requested service.
• Provides notifications of birth or death to appropriate agencies as needed.
• Review documentation accuracy and completeness to issue Burial Transit Permits, non-contagious disease letters, and disinterment permits
• Acts as a liaison between WA State DOH, hospitals, Medical Examiner's office, funeral homes and the public.
• Prepares end-of-day reports, deposits, and end-of-month billings. Transmits reports to the Finance Office.
• Documents and reviews incomplete vital record requests received by mail and prepares standardized letters to requestors.
• Answers questions regarding RCW’s, WAC’s, & local laws as they pertain to Vital Records.
• Responds to routine and complex questions and concerns, provides information, and directs customers to appropriate agencies. 
• Conducts routine and complex manual and electronic vital record searches.
• Processes information of a sensitive and confidential nature discreetly. 
• Responds to and addresses customer complaints, explains rules and regulations, and consults with lead or manager as needed. 
• Identifies possible forgeries of documents, initiating investigations as needed.
• Solicits internal and external customer input to ensure customer needs are met.
• Seeks to improve the quality of services, products, and processes. 
• Performs cashier transactions and balances daily funds, managing billings for Vital Records. 
• Oversees and archives Vital Records documents such as requests, indexes, reports, documents for proof of identity, various burial transit permits and receipts. 
• Provides information for budget preparation, grants, and contracts.
• Processes monthly data-sharing reports and death certificate review invoices for funeral homes and agency partners.
• Provides input for the annual Department fee schedule.
• Researches materials and statistical reports to assist in writing and editing policies and procedures, ordinances, contracts, public notices, or other documents.
• Uses word processing software to compose routine correspondence, design forms and brochures, and generate standardized logs and reports. 
• Maintains databases.
• Establishes and maintains easy to retrieve and well maintained manual and electronic files. 
• Cross references correspondence as needed, and files chronologically and/or alphabetically by subject matter.
• Stocks forms, brochures, and literature.
• Attends staff meetings and trainings, and composes and distributes meeting minutes, news updates, and vital records information.
• Maintains bookkeeping ledgers and logs. 
• Monitors and maintains adequate stock of office supplies. 
• Purchases goods and services for department.
• The work you do might require you to participate in the Title XIX Medicaid Claiming Program.
• Performs other duties as assigned.

Safety & Emergency Preparedness

• Adheres to all workplace and trade safety laws, regulations, standards, and practices. 
• Understands and properly follows established procedures in preventing and responding to unsafe or emergency situations. Identifies and reports potentially unsafe practices or conditions. 
• Operates equipment, tools, machinery, and vehicles safely and understands processes for reporting an accident or injury. 
• Understands and applies knowledge and skills necessary to successfully perform assigned emergency response role during an emergency.

When public health responds to an emergency, you may be assigned duties and responsibilities that are outside your regular job description. This may involve responding at any time and reporting to a location other than the department with different working conditions and physical requirements. You are expected to participate in emergency preparedness activities including our emergency notification system, WA SECURES. Drills and real-world events may take place at any time.

• Intermediate knowledge of standard Microsoft Office programs, Adobe, and database programs.
• Keyboarding accuracy sufficient to amend official documents with a typewriter without error.
• Advanced knowledge of Washington Administrative Codes, regulations, policies, and procedures relevant to vital statistics.
• Intermediate knowledge of cash and payment processes, reconciling daily funds, and basic math.  
• Knowledge of basic medical terminology 
• Reads and comprehends the varied documentation customers use for eligibility and identity documents. 
• Intermediate knowledge of government agency and hospital practices relevant to vital statistics.
• Expertise in database management, records management, and report writing. 
• Intermediate statistical and data analysis skills.
• Intermediate knowledge of Project Management principles.
• Knowledge of concepts of quality management and improvement.
• Skilled in maintaining sensitive and confidential data and using discretion when sharing information.
• Skilled in communication: 
  • Listens to others and communicates in an effective manner. 
  • Asks questions in ways that enhance the clarity, quality, and reliability of information.
  • Understands and learns from what others say, attends to nonverbal cues, and responds appropriately. 
  • Grasps the meaning of written information and applies it to work situations. 
  • Conveys ideas and facts using language the audience will best understand, taking into consideration the audience and nature of the information.
  • Writes in a clear, concise, and organized manner for the intended audience.

Foundational Competencies

• Knowing and managing oneself: Understands that all equity, trauma-informed, and restorative practices start with oneself. Exercises a high degree of self-reflection, personal accountability, resilience, flexibility, and adaptability. Is willing to learn, apply, and model agency values and ethical standards.
• Restorative practices and conflict resolution: Articulates through words and actions authentic commitment to create an environment in which all people are treated with dignity and respect and afforded equal opportunities and impartial treatment. Centers work inequity and trauma informed and restorative practices to achieve and maintain collaboration and teamwork and to effectively work with historically underrepresented and/or underserved populations to advance community health. Utilizes restorative practices to address harm and promote healing to strengthen relationships between individuals and social connections within communities.
• Collaboration and engagement: Provides balanced and objective information to help teammates, partners, and the public understand problems, alternatives, opportunities, and solutions. Works directly with partners within the Department, in the community, and members of the public affected by the work to obtain feedback and understand diverse points of view, concerns, and aspirations. Identifies preferred solutions together, incorporating advice and recommendations to the maximum extent possible.
• Evidence informed practices and decision-making: Applies evidence informed practices and methodologies to achieve the greatest impact in delivery of services to internal and external customers and partners. Incorporates the social determinants of health into public health work. Integrates research and evidence into the decision-making process. Seeks to systematically identify and eliminate inequities resulting in differences in health and in overall living conditions. Utilizes evidence informed practices to increase equity in systems and policy. Creates a robust culture of assessment and evaluation and continuous process improvement.
• Cross cultural communication and Engagement: Understands that cultural awareness, appreciation, and humility can only occur when you practice curiosity and open-mindedness. Operates with a high level of humility and cultural agility to achieve effective intercultural communication, engagement, and collaboration in the workplace and in the community. Is open to feedback and continuously self-reflects on one’s own actions and responses. Centers personal accountability on the Department’s mission, values, and ethical standards.

The items below are the requirements for the job and are relevant to this position. The organization values work experience, lived experience, and education and realizes that people take different paths to acquire knowledge.

• Associate’s degree in business administration, office management, or similar. 
• 3 years of progressively responsible experience with vital records.

We will consider any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position.Work Environment

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.
• Some evening and weekend work may be required.
• Work is 100% in person.

Physical and Cognitive Demands

• Regularly required to sit or stand continuously.
• Regularly communicate clearly in-person, over the phone, and via written communication, including communicating with dissatisfied or angry individuals,throughout the duration of a shift.
• Capable of reading physical and electronic documents and working for prolonged periods on a computer monitor.
• Fine motor skills sufficient to grip and manipulate paper, operate a telephone, and operate a computer mouse and keyboard.
• Reaching and gross manipulation capabilities sufficient to pick up and use standard office supplies.
• This position may require lifting, carrying, pulling, or moving objects up to 10 pounds consistently, 20 pounds frequently, and exerting up to 30 pounds of force occasionally.
• Maintain concentration and attention for extended periods of time.
• Regularly follow sequential processes, including long and/or complex processes.
• Regularly work effectively in the presence of visual, auditory, or other distractions.
• Learn, recall, and apply specialized information.
• Effectively perform frequent task-swapping and work with frequent interruptions.
• Work effectively when exposed to workplace stressors, such as emotional and/or confrontational individuals.

Tools and Equipment

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)
• Typewriter

Travel

• Occasional travel may be required, and is typically local or regional, to meet with clients, conduct business, or attend training.