Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00055879	Description Activated On: 12/23/2025 7:17:03 AM

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.

Functions as specialized clerical support staff for the Vital Events Registry. Performs specialized clerical work in relation to vital events data entry using the web-based, electronic systems in compliance with bureau policy & procedure and national standards. Performs clerical office functions including scanning and filing to support Registry activities.

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.

Enters demographic and medical information contained on paper reported vital events using the Vital Records Management System (VRMS) for reporting events that occur in the Western Region. Validates specified screens within VRMS to ensure timely and accurate registrations can occur.

Performs data entry on a variety of vital event reports submitted in paper, including special registrations with specific processing rules (e.g. Child Born Abroad and Foreign Born Adoptions) for reporting events that occur in the Western Region.

Scans relevant registration, amendment, and other pertinent vital event documentation for electronic imagery upon receipt or as directed. Modifies electronic scans using Adobe Pro or similar products as needed to support workflow, record retention, and archival requirements.

Identifies original documents submitted with applications and processes them for return to applicants.

Sorts mail, makes copies, scans, and creates/updates SharePoint entries to support the Special Services Unit and other vital events workflows.

Prints and mails registration, amendment, and other vital event related correspondence from electronic applications.

Files hard copies of registrations, amendments, and vital events reports and retrieves same upon request from other registry staff.

Uses computer applications, including the current VRMS and Microsoft Word, to complete basic correspondence templates as directed.

Uses Microsoft Excel to log incoming mail, track tasks, and perform other basic clerical functions.

Uses Microsoft Teams, Genesys, or other specified communications software tools to provide consumer telephone support and provide backup coverage for the BHSR reception desk.

Maintains the confidentiality, control, access and integrity of vital statistics data.

Public Health Emergency Response – 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

Participates in special projects and performs other duties related to clerical work 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 is assigned by and performed under the supervision of a Registry Specialist. Work is assigned based on established timetables and standards of production. Work is reviewed on a sample basis to determine quality of data entry and compliance with procedures. Notify supervisor of any issues. Special assignments and timelines are given as necessary for all non-routine duties.

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:

Prefer experience with Microsoft Office and scanning.

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

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5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Performs computer data entry of vital event information into the appropriate web-based or other software application.
2.	Completes standardized templates and returns original documents to stakeholders.
3.	Scans and files relevant vital event documents to support workflow.
4.	Prints and mails stakeholder correspondence.
5.	Processes hard copy files in accordance with record retention and archival procedures.
6.	Answers phones and provides basic customer service.
7.	Processes effective written and oral (face-to-face, virtual, and telephone) communication skills.
8.	Operates standard office equipment including, but not limited to, scanners and copiers.
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