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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00119271 |
Description Activated On: 9/26/2025 12:10:08 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 by performing duties related to fraud detection and prevention; disaster planning; and supervising the operations of the Eastern Regional Office responsible for providing advice and counsel to the general public regarding vital event records and certificates, examining and processing a range of applications for vital event certificates, amending birth and death records, and registration of death cases. |
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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. Manages all vital records activities in the Eastern Regional Office in accordance with bureau policies and procedures to ensure accurate and timely provision of data and certificates issued against the vital records Services include the following: • Registering death and fetal death events reported at a branch office. • Advising and counseling consumers on how to file a report of live birth, report of foreign birth, report of death, report of fetal death, report of domestic adoption, and report of foreign born adoption. • Advising and counseling consumers on requirements to request changes or amendments to live birth records, death records, or fetal death records. • Advising and counseling consumers on how to apply for a birth certificate, death certificate, fetal death certificate, or stillborn birth certificate. • Advising and counseling consumers when a Certificate of No Birth, Death or Fetal Death Record must be issued because the requested vital record does not exist. • Advising adoptees and their dependents on how to apply for a noncertified copy of original birth record. • Advising consumers on how to obtain an Apostille. • Processing applications for birth certificates and death certificates. • Processing requests to update parentage on live birth records based on the Acknowledgement of Paternity process or Change in Civil Status process. • Advising and counseling consumers on requirements to request corrections or amendments to live birth records, death records, or fetal death records. • Processing amendments and corrections to birth records and death records. Manages all facets of the death and fetal death registration process for death and fetal death events filed at the Eastern Regional Office. Activities include the screening and querying of events for accuracy and completeness, issuing of burial permits, approving of disinterment/re-interment permits and issuance of death certificates to funeral homes. Performs public relations duties through daily interaction with consumers in the branch offices. Address consumer complaints that cannot be resolved by subordinate staff. Utilizes firm and appropriate people skills to deescalate tense situations. Ensures that the staff screens all incoming applications as per established requirements and perform identify verification for all consumers submitting applications. Conducts random quality control checks to assess the completeness and accuracy of birth certificate processing and fulfillment. Provides appropriate feedback, counseling or re-training to staff based on findings. Reviews all birth and death certificates or other consumer products that are returned due to staff generated error. Determines what the error is and how the error occurred and shares with appropriate staff member to further determine staff job knowledge should patterns of discrepancies be detected. Conducts periodic training refreshers. Maintains knowledge of recent developments in identity and document fraud, especially as it relates to identity theft, other criminal activity and national security. Develops methods and materials for training staff on identifying fraudulent applications, identifications and documents. Provides training and guidance to staff on techniques and actions to take when encountering such issues face-to-face in the branch office. Investigates suspicious information or inconsistencies in an application by analyzing the information on the application and the eligibility documentation. Determines whether to proceed with processing the application or referring it to the fraud coordinator. Analyzes operational procedures and policies for effectiveness and efficiency. Recommends enhancements to procedures and policies to drive efficiencies and improve consumer services within the branch offices. Develops written proposals or reports of findings and recommendations if required. Develops employee productivity benchmarks and outcome measures based on analysis of workload, workflow and external factors influencing productivity. Monitors metrics and investigate those falling outside acceptable ranges to identify performance deficiencies or determine if adjustments are needed. Takes appropriate action based on findings. Conducts ad hoc studies and prepares detailed and comprehensive reports of findings and recommendations. Conducts ongoing site visits to other branch offices to determine additional methods to improve operational efficiencies, assure compliance to established procedures and collaborate with peers on best practices. Plans, organizes and delegates work among the staff in such a way to ensure a smooth workflow and distributes assignments to staff after determining who is available and capable of performing work. Collaborates with other branch managers to balance workload across the branch office system by re-distributing work when volume exceeds resources in a particular location. Maintains an accurate accounting of assigned security paper, and oversees the accounting of security paper assigned to staff. Reconciles office finances daily. Reviews all discrepancies in daily reconciliation activities to determine source of issue. Implements necessary steps to resolve issue and prevent further occurrences. Reports findings to Division Director, provides explanation for any discrepancies and develops proposals to prevent repeat instances. Identifies portion of daily receipts that must be deposited into the Vital Statistics Improvement Account (VSIA). Prepares fiscal and statistical reports for inclusion in Division-wide reports. Reports daily accounting figures to the Finance Unit indicating the amount of money collected and deposited into the local bank or transferred into the state General Fund and VSIA. Reconciles the bank statements by verifying the posting, entering and transferring of all revenue. Confirms all instances of non-sufficient funds and verify fees charged. Identifies and resolves errors. Makes necessary adjustments. Balances the bank account on a monthly basis. Establishes and maintains cooperative working relations with other governmental agencies by expediting requests identifying the exact format that is needed or by channeling requests to another agency, i.e. the processing of Apostille requests. Provides specific information that leads agencies to the desired completion; for example, assists and refers the various social agencies to the Department of Human Services so that Acknowledgements of Paternity may be filed. Also corroborates possible fraud cases by working closely with the Passport Office and local and state law enforcement agencies. 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. Develops the Continuity of Operations (COOP) plan for the branch office(s) by working with other bureau staff and intra-agency staff in defining appropriate COOP resources and actions. Maintains an up-to-date COOP plan for each office. Conducts periodic reviews and table top exercises with staff to ensure readiness. Oversees plans for appropriate evacuation procedures at each office by assuring adequate annual training exercises including proper advance arrangements with emergency personnel, completing proper documentation of such activities and forwarding the documentation to the respective authorities. Coordinates Disaster Recovery Resources by conducting analysis to delineate and justify the level and timeframe of resources needed from other branch offices to clearly articulate the request. Prepares daily, weekly, monthly and annual accomplishment reports, logs and files. Determines supply needs for the office and requisitions office supplies. Completes weekly reports regarding amount of postage used and balance in the postage meter. Participates in the development of records retention schedules for all branch offices. Leads staff in adherence to records retention schedule, security of records, purging and maintenance. Performs the following full range of supervisory duties: • Assigns work, sets priorities and establishes timetables for completion of work. • Provides instruction and guidance to staff. • Monitors the status of assigned work and ensures compliance with policies and procedures; takes corrective action, including disciplinary measures when necessary. • Maintains position descriptions. • Establishes performance standards and conducts performance evaluations. • Interviews potential employees, makes hiring decisions and conducts onboarding. • Approves leave requests and ensures appropriate coverage. Performs other 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. Independently manages the Eastern Regional Office. Work is performed with a high degree of independence and completed work is reviewed for adherence to established standards, policies and procedures. |
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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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