Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00100479	Description Activated On: 12/22/2025 9:42:19 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 is in the Bureau of Health Statistics & Registries, Division of Vital Records and supports the bureau’s mission to administer the Vital Events Registry. This position’s primary responsibility is to perform clerical duties in the Finance and Operations Support Unit.

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.

Monitors incoming monthly activity reports submitted by approximately 150 local registrars ensuring timely submission according to predesignated deadlines and notifying lead worker. Updates Local Registrar Monthly Report Submission spreadsheet on Finance and Operations Support SharePoint page and notifies supervisor of late submissions.

Reviews and prepares local registrar monthly activity reports, which includes fee remittance, for internal reconciliation. Documents discrepancies and assists in notifying local registrars of errors when reports do not meet acceptable processing standards. Directs all extenuating concerns, circumstances, and repetitive errors from local registrars to the lead worker or supervisor for further action.

Reviews incoming Certificates of Death and Certificates of Fetal Death that are enclosed with LR-10 Report by pre-scanning to ensure they are acceptable for permanent filing and enter accurate report information into the Local Registrar Payroll System. Scans and emails an image of the Certificate of Death to the Death Registry and files original copy. Certificates of Fetal Death are placed in the Harrisburg mail bin for delivery to the Death Registration Unit.

Reviews incoming Certificates of Live Birth received from local registrars and advises local registrars of concerns with submission. Certificates of Live Birth are placed in the Harrisburg mail for delivery to the Death Registration Unit.

Assists in the reconciliation of reports by utilizing the Division’s automated Local Registrar Reconciliation System (LRRS) to enter death fees remitted which represents fees received for the issuance of certified copies, events registered, certifications issued, and expenses incurred. Utilizes the LRRS system, accurately data entering returned voided forms and previously submitted Certificates of Death. Examines monthly activity reports to determine errors and make appropriate adjustments. Reviews Missing District Reports to determine status of district and missing reports. Reviews and assists in the reconciliation of Overage/Shortage Reports by requesting shortage fees or generating monthly credit memos based on report reconciliation.

Assists local registrars with concerns related to duties and responsibilities, including proper report submission and explanation of payroll adjustments by utilizing the Local Registrar Procedure Manual. Assists supervisor with ongoing revisions to the Local Registrar Procedure Manual.

Corresponds with local registrars concerning completion of reports and other areas related to operational procedures of the Division. Types miscellaneous letters, as required from draft to final form. Proofreads all produced materials to ensure all information is accurate, complete and consistent to adhere to the Divisions rules and regulations.

Monitors and responds to telephone calls and emails from local registrars with questions pertaining to correctly filing death certificates or issuing certified copies of death.

Assists the local registrars with questions and concerns related to their duties in the eVitals system.

On the 15th of the month, prepares suspension letters to local registrars when monthly activity report has not been received for supervisor’s signature.

Assists the mailroom with reading and processing incoming mail and completes a daily production report with the total of checks and cash registered transactions, incoming envelopes and mail read.

Completes daily production report for the Local Registrar Support Unit listing the total number of incoming Certificates of Death, and the total number of phone calls and emails, incoming and outgoing.

Operates all office equipment, including personal computers, printers, facsimile, etc. Utilizes specialized computer programs to search and verify requests. Reports any problems with computer programs or equipment to supervisor.

Participates in securing the work environment and responsible for the maintenance of equipment.

Assists supervisor in training new employees and local registrars.

Performs all other related job duties as required.

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.

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.

This position is supervised through special and routine assignments.

Work is reviewed through production reports, observation, and personal interview. Position is evaluated informally on a day-to-day basis and formally on an annual basis by the Division.

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:

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

1.	Monitor incoming local registrar reports.
2.	Utilize automated local registrar system and various computer programs to reconcile reports.
3.	Review incoming death certificates for accuracy and completeness which could amount to sitting up to 7 hours per day
4.	Possess knowledge of Local Registrar Instruction Manual
5.	Possess knowledge of the local registrar duties in EDRS and eVitals
6.	Answer and place telephone calls to assist customers which could amount to sitting up to 7 hours per day
7.	Review and respond to emails from Local Registrars which could amount to sitting up to 7 hours per day
8.	Read and process incoming mail in the mailroom
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