Vital Records Coordinator

Job Title

Salary: $48,671.20 - $60,839.00

Job Summary

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. Respond to customer complaints and inquiries in a timely and efficient manner and provide assistance to management as directed. Provides direct oversight to front office staff.

Essential Job Functions

• 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.

Other Job Functions

• 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.

Minimum Qualifications

Knowledge, Skills and Abilities Required:

• 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.

Qualifying Education and Experience

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.

Employment Screenings Required: Criminal Background check

City of Arlington is an Equal Opportunity Employer.