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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00014758 |
Description Activated On: 4/9/2026 3:54:04 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position, in the Bureau of Health Statistics and Registries, Division of Vital Records, supports the bureau’s mission of managing a statewide registry for vital events through its responsibility for processing and fulfilling moderately complex applications for birth certificates. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Perform all vital records activities in accordance with the bureau policies and procedures to ensure accurate and timely provision of data and birth certificates issued against live birth records. Perform the following intake duties related to applications for birth certificates received via mail: • Assess each applicant’s eligibility based on his/her relationship to the subject of the live birth record and an analysis of the documentation provided. • Assess the photo identification provided by the applicant to ensure it is a valid identification for that applicant. • Type information from the application into the vital statistics system. • Refer issues to your supervisor for additional review. Process and analyze applications for birth certificates by performing the following moderately complex duties: • Search for the live birth record in the vital statistics system by using a variety of search criteria to determine a hard match based on select information from the application. If the record cannot be found, refer the application to the appropriate queue. • Proceed to process the application if there is no status code in the vital statistics system or if the status code is one of the following: Bio Consent on File, Converted, Excessive Copies or Registered. If the status code is for Adoption, AOP or Rescission of Paternity Affidavit, and the record does not require updating, proceed to process the application as well. Process applications with a status code of Deceased only when the purpose is genealogy (if self is not requesting) or other limited reasons. Process applications with a status code indicating parental right terminated, only if the applicant is not the parent whose rights were terminated. For all other status codes or scenarios, refer the application to the appropriate queue. • Compare the parental information on the application to the live birth record. Process orders where the parent or parents listed on the application are the same as those in the record. If not, take appropriate action or refer the application to the appropriate queue. • If the full name of the parent(s) is not contained in the vital statistics system, locate the image of the paper live birth record to find the full names. Type that information in the vital statistics system. However, if there are additional notes, amendments or handwritten information to be updated, refer the application to the appropriate queue. • Review the subject’s name field. If it matches the application, proceed with processing. Refer the following instances to the appropriate queue: if it does not match, if the subject has only one name, or if the live birth record contains “UNKNOWN” or “NOT RECORDED” in the name field. • Assess the reason for requesting the birth certificate. If it will require an expanded or comprehensive version, verify that the appropriate data is contained in the vital statistics system. If not, locate the image of the paper live birth record to find the required information. Type that information in the vital statistics system. • Review the age(s) and place(s) of birth of the parent(s) in the live birth record. If the age field appears correct, proceed. If not, or if it is blank or listed as “99”and the application is for a complete birth certificate type, locate the paper live birth record and type the correct information into the vital statistics system. Then proceed to process the application. If the place of birth field contains a state name (if born in the United States) or the name of a country, proceed. If not, and if the application is for a complete birth certificate type, locate the paper live birth record and type the correct information into the vital statistics system. Then proceed to process the application. • Validate the order to finalize and queue for printing. If an error code(s) generates, override any that are insubstantial or have been previously reviewed. For any other error code(s), refer the application to the appropriate queue. • Assign appropriate special status in the vital statistics system for all applications that have been referred. • Inform supervisor of suspicious information or inconsistencies in an application. Assemble data about the type and amount of work performed, and complete daily production report. Participate in securing the work environment at the conclusion of each business day. Assist supervisor in providing training to new employees on specific tasks associated with moderately complex job duties. Provide cross-training to co-workers. This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Perform related job duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work with considerable independence within standard operating procedures. Refer more complex matters to appropriate work queue or supervisor. Detailed supervisory guidance and review is received for new or unusual situations and changes in policies, procedures, standards or workflow. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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