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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071395 |
Description Activated On: 9/9/2026 9:40:55 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. This position within the Special Services Section is responsible for providing onsite clerical and office support, including collecting, organizing, and processing Vital Events data and correspondence received or generated by the Division of Statistical Registries. |
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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. Scan, upload, and properly index Vital Events documents, including Reports of Fetal Death, Death Amendments, Reports of Induced Termination of Pregnancy, gestational carrier documentation, legal documents (petitions and court orders), and other related records, using established systems and procedures. Accuracy in document handling and data entry is essential to ensure correct record management and prevent processing delays. Recognize and prioritize the processing and routing of incoming Vital Events documentation in alignment with operational tasks and regulatory requirements to prevent processing delays. Perform comprehensive filing tasks, including preparing, organizing, creating, storing, and retrieving physical files. Ensure all paper files are consistently routed to the central filing area at the end of each workday in accordance with unit procedures. Maintain and update tracking logs for incoming Vital Events mail, ensuring information entered is accurate and complete to support proper tracking and filing. Enter and maintain data within eVitals, Adobe Pro, SharePoint, Microsoft Office, and other electronic registry systems. Requires consistent use of available job aids, templates, and checklists to ensure accuracy and completeness. Provide data entry and document management support for Fetal Death Registry, Fetal Death Amendments, Death Amendments, Induced Termination of Pregnancy (ITOP), and other registry products, including linkage, validation, and verification tasks, with close attention to detail and accuracy of numerical and case information. Provide clerical support for the processing of fetal death registrations, fetal death amendments, death amendments, gestational carrier birth registrations, ITOP registry, legal documentation, and other SSU products as assigned, following step-by-step procedures and supervisor direction to ensure timely processing of reports. Maintain and update the confidential ITOP licensed facility list, ensuring changes are accurately communicated to internal DOH partners on a monthly basis or as needed. Print, assemble, and distribute provided written correspondence and accompanying materials to facilities, consumers, and external stakeholders. This includes verifying accuracy of recipient information and ensuring that all required enclosures—such as paper reports, forms, or informational documents—are complete and correctly matched to each mailing. Maintain strict confidentiality of all Vital Events records and materials in accordance with the Vital Statistics Act of 1953, the Abortion Control Act, and all applicable amendments. Assist with frontline software application testing and staging for Vital Events clerical functions, following established testing criteria and procedures under supervision. Perform receptionist/front desk duties when staffing circumstances require additional coverage, following established procedures for customer service, routing inquiries, and directing data requestors to appropriate personnel. Requires accurate communication and adherence to guidance when handling unfamiliar or complex requests. Perform the Expedited Return (ER) process associated with amendment intake by following step-by-step procedures and utilizing available checklists and job aids to ensure accuracy, completeness, and proper system entry. Requires careful attention to detail to avoid delays or errors in processing. Participate in knowledge sharing with colleagues and quality improvement initiatives as directed by supervision. Contributions should focus on applying learned procedures and improving accuracy, consistency, and adherence to established standards. Maintain a working knowledge of Bureau activities sufficient to appropriately direct Vital Events documentation and inquiries; relies on available reference materials and supervisory guidance to ensure correct routing of data requestors and documents to appropriate personnel. Communicate and relay information to internal staff and external individuals or stakeholders through oral and written formats, ensuring all information is clear, concise, accurate, and professionally formatted. Perform all tasks and duties assigned, with expectations to follow written and verbal instructions carefully, seek clarification when needed, and utilize available training resources to ensure accurate and timely completion of tasks. 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 - 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. |
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. The incumbent in this position has a working knowledge of Pennsylvania's Vital Statistics Law of 1953 and the Abortion Control Act, which, along with manuals, scripts, and templates, enables incumbent to function at a high level of independence in the Clerical Assistant 2 role. Most of the daily decisions relating to data quality and other processing issues are clearly addressed in reference manuals, flowcharts, and checklists the incumbent is expected to use. When more complex or non-routine issues arise, the incumbent provides a summary of the problem and a recommended course of action to the supervisor for discussion. |
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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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