Part Time Office Assistant

Office Assistant

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Office Assistant for Tippecanoe County Health Department, responsible for issuing, updating, maintaining vital records, and assisting the public.

Duties:

• Issues certified birth and death certificates, paternity affidavits, and burial transit permits including performing computer data entry, assisting individuals with completing applications, and typing certificates.
• Receives and receipts various fees, including recording payments and balancing ledgers daily with Executive Assistant.
• Keeps supervisor informed of organizational developments.
• Answers telephone and greets office visitors, provides information providing accurate information, taking messages, and/or referring callers to appropriate individuals or department.
• Receives and responds to mail concerning vital records and sorts and distributes mail for all departments.
• Serves as department liaison to Indiana State Department of Health (ISDH) hospital personnel, funeral homes, and various agencies and the public, for death certificate record information.
• Extracts and imports new birth and death records from DRIVE system, including reviewing, accepting Paternity affidavits filed with hospital and accepting death records.
• Schedules, prepares, and files various legal documents according to Indiana codes, such as Correction by Birth Notification, Affidavit of Amendment, Paternity Affidavit, Paternity Affidavit Upon Marriage, Court Orders, and Adoptions.
• Makes specified Court Ordered changes to birth records according to state guidelines, such as Court Ordered Paternity Affidavit, Court Ordered Amendments to Paternity Affidavit, Legal Name Change, Gender Change in databases.
• Completes Genealogy searches and enters and processes records per request.
• Generates and processes vital records through Third Party Vital Records issuance company and mails them out.
• Provides information to the public on obtaining foreign birth and death certificates of US citizens who were born or died outside US territory.
• Scans, searches, attaches all applications, orders, legal documents, and images of work to correct files.
• Prints birth notifications and mails to new parents.
• Prints, scans, and attaches vault copies daily.
• Updates DRIVE database with all changed records.
• Schedules, prepares, and files Home Births. Records and seals adoptions received from Indiana State Health Department.
• Maintains birth records statistics for preparing monthly and quarterly statistical reports.
• Maintains knowledge of Indiana Vital Records Association codes, Indiana Local Registrars/Vital Statistics manual, and local Health Department Vital Records policies and procedures.
• Verifies records for Social Security office, Military and Department of Child and Family Services.
• Provides Notary Public tasks.
• Cross trains in all areas of Vital Records.
• Attends training and workshops for vital records.
• Performs other duties as assigned.

Requirements:

I. Job Requirements and Difficulty of Work:

• High school diploma or HSE.
• Must be at least 18 years of age.
• Possession of, and/or ability to obtain Notary Public license.
• Working knowledge of Department and standard office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
• Working knowledge of and ability to make practical application of state and local rules, regulations, and procedures regarding vital records, including receiving, processing, analyzing, filing, certifying, releasing and reporting information, and ability to maintain confidentiality of Department records and information as required.
• Working knowledge of standard English grammar, spelling, and punctuation, and ability prepare correspondence and detailed reports.
• Working knowledge of standard bookkeeping principles, ability to receive and receipt money, and make simple arithmetic computations.
• Knowledge of Indiana Vital Records Association (IRVA) codes, Indiana Local Registrars/Vital Statistics manual, and local Health Department Vital Records policies and procedures and familiarity with IRVA and bylaws.
• Keeps supervisor informed of organizational developments.
• Ability to provide public access to, or maintain confidentiality of, department information and records according to State requirements.
• Shall comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to properly operate a variety of standard office equipment, including computer, scanner, calculator, fax machine, copier, and telephone.
• Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
• Ability to understand and follow oral and written instructions, and work alone with general supervision, and with others in a team environment with minimum supervision.
• Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure.
• Ability to compare or observe similarities and differences between data, and to compile, collate, and classify data, analyze, and evaluate and make determinations based on data analyses.
• Ability to apply knowledge of people and locations and plan and layout assigned work projects.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, State Department of Health, hospital personnel, Social Security Administration, Division of Family and Children, Military Services, IVRA members, funeral homes, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to occasionally work extended hours and travel out of town for conferences and workshops, sometimes overnight.
• Possession of driver's license and demonstrated safe driving record.

II. Responsibility:

Incumbent performs standard, recurring duties according to a formal schedule and makes accurate decisions based on well-established guidelines, with priorities determined by the service needs of the public. Assignments are set by following standard operation procedures or policy and procedural manuals. Decisions are always determined by specific instructions for existing, well-established policies and procedures. Errors in incumbent's work are usually prevented through legally defined procedures, such as Indiana Code(s) and Vital Records Policy and Procedures, errors are detected through notification from other departments or agencies. Undetected errors may result in loss of time for correction and/or inconvenience to other agencies and/or the public.

III. Personal Work Relationships:

• Incumbent maintains frequent contact with co-workers, other County departments, State Department of Health, hospital personnel, Social Security Administration, Division of Family and Children, Military Services, IVRA members, funeral homes, and the public, for the purpose of exchanging information, explaining, and interpreting policies and procedures and Indiana Code(s) pertaining to Vital Records.
• Incumbent reports directly to Office Manager/Registrar.

IV. Physical Effort and Work Environment:

Incumbent performs duties in a standard office environment involving sitting/walking at will, sitting/standing/walking for long periods, bending at waist, close vision, driving, keyboarding, lifting objects weighing under 25 pounds, crouching/kneeling, speaking clearly, and hearing sounds/communication.

Incumbent is occasionally required to work extended hours and travels out of town for conferences and workshops, sometimes overnight.