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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50564270 |
Description Activated On: 9/25/2025 12:00:03 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 of vital events by serving as the Pittsburgh Branch Registrar for death cases, performing fiscal management and other administrative duties, carrying out public relations responsibilities, overseeing the operations of the Pittsburgh branch office, and ensuring the consistent, accurate and appropriate disclosure of vital record information by conducting thorough research to resolve all issues related to birth and death certificate applications, or if necessary, to reject birth and death certificate applications. |
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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. Branch Registrar This position serves as the registrar for the Pittsburgh branch office, responsible for overseeing the registration of deaths and fetal deaths, as well as processing and fulfilling funeral director orders for death certificates. Performs public relations activities by engaging with funeral directors or other reporting entities to ensure compliance with the Vital Statistics Law of 1953 regarding death registration, providing expert advice and counsel on a wide range of death registration matters. Screens and verifies the accuracy and completeness of reported information, ensures referrals to coroners when necessary, and rejects reports of death and fetal death that are not filed in accordance with statute or bureau policies and procedures. Troubleshoots, resolves, and reports issues related to the electronic registration of deaths and the electronic ordering and issuance of death certificates, ensuring accurate and timely service delivery. Issues Disposition Transit and Disinterment/Reinterment Permits to eligible applicants in accordance with bureau policies and procedures. Collaborates closely with the Local Registrar Support Unit Manager to communicate issues that may impact the performance of registrar functions, assists in developing procedural and training manuals, and recommends updates when inaccuracies or outdated information are identified. Application Resolution Serves as the final escalation point for resolving issues related to the disclosure of vital record information through applications for certificates of vital events. • Identifies patterns or recurring problems with the application process, collaborating in the development and implementation of procedures or systems to proactively address these issues. • Identifies quality assurance or risk management concerns and recommends process changes to mitigate risks. • Works closely with other bureau members to correct operational deficiencies. Performs all vital records activities in accordance with bureau policies and procedures, ensuring the accurate and timely provision of certificates. This includes a deep understanding of the permissible disclosure of vital record information and all aspects of the application process for birth, death, and fetal death certificates, as well as eligibility criteria. As a subject matter expert, provides consumer support via phone, email, and written correspondence, addressing escalated application issues. Uses knowledge of the Vital Statistics Law of 1953, Title 28, and related policies to ensure consistency in application resolution across the bureau. Reviews and analyzes orders referred for application resolution, identifying deficiencies and determining whether rejection or suspension is warranted. Creates suspension and rejection letters that clearly outline the deficiencies, and when applicable, specifies required actions or documentation needed from the applicant. Rejects suspended orders if the applicant fails to resolve the issues. Escalates orders to management when further guidance is required, summarizing the issues and providing the rationale for the proposed resolution. Fiscal Management Responsible for overseeing the fiscal operations of the Pittsburgh branch office, including the following duties: Analyzes revenue and operational spending patterns, preparing statistical reports that document revenue trends. Manages and reconciles all incoming revenue on a daily basis. Reviews discrepancies to identify their source, implements corrective actions to resolve issues, and takes preventive measures to avoid recurrence. Reports findings to the Western Region Manager, providing clear explanations for any discrepancies and proposing solutions to prevent future occurrences. Prepares documents for daily revenue deposits and ensures secure physical transfer to the financial institution. Completes and submits the daily revenue control report to the Finance Unit. Procurement Serves as the Western Region purchasing coordinator, ensuring that necessary supplies and materials are ordered timely to maintain uninterrupted operations, while adhering to Commonwealth purchasing guidelines. Creates purchase orders in SAP for inventory replenishment of serial-numbered security paper, and upon receipt, enters the paper into the Vital Records Management System for assignment and usage. Utilizes PAPublisher to place orders for forms and applications in accordance with standard procurement policies and procedures, while also tracking the shipment and resolving order-related issues to ensure timely and accurate delivery. Manages a purchasing card by submitting payment, maintaining payment and approval documentation, reconciling statements, analyzing and resolving any payment issues or Treasury audits that arise. Facilities Management Provides administrative coordination and oversight for the office’s real estate and fixed asset inventory. Maintains up-to-date floor plans and equipment assignments. Manages logistics related to office space, telecommunications, and personal computers. Acts as a liaison with the building manager to address and resolve facility issues. Oversees surplus property disposal when required. Records Management Creates and maintains filing systems for both physical and electronic records, ensuring compliance with bureau and Commonwealth record retention policies. Oversees the disposal of outdated or unnecessary records, ensuring all confidential documents are properly shredded in accordance with security protocols. Human Resources Serves as the Western Region HR liaison, leading recruitment and hiring efforts through ServiceNow and electronic personnel action requests (ePARs). Coordinates all aspects of the hiring process, from job postings and interviews to recommendations, OPF requests, and final onboarding, including logon activation and office access for new employees. Maintains a central file of employee performance standards and objectives. Tracks pending Employee Performance Reviews (EPRs) and sends reminders to supervisors to ensure the timely upload of all EPRs to the HR SharePoint site. Additionally, submits ePARs to transition employees from probationary to regular status. Serves as timekeeper, ensures that all timekeeping records are submitted on time, verified for accuracy, and comply with bureau policies. Operations Assigns daily tasks to branch office clerks based on priorities set by the Western Region Manager. Offers guidance and addresses questions from branch clerks. Monitors workload and informs the Western Region Manager when resources are insufficient to meet demands. Provides in-person advice and counsel to consumers regarding a myriad of issues related to vital event records, certificates and permits. Apply knowledge of the Vital Statistics Law of 1953, Title 28 regulations and select Domestic Relations statutes to the nuances of specific situations to provide consumers with immediate and accurate guidance on issues such as but not limited to: • Access to adoption records by adoptees and their dependents • Paternity issues for birth records • Eligibility and appropriate documentation to apply for certificates of vital event records • Issuance of a Certificate of No Record when the requested vital record does not exist. • Amendments to birth and death records • Interment, disinterment and reinterment • Apostilles • Fee waivers • Registration of death and fetal death events Maintains the confidentiality of information contained in vital records. When interacting with consumers, must be vigilant not to divulge information, especially when they may be a parent, relative or friend but not an eligible applicant. Maintains an accurate accounting of assigned and unassigned serial numbered security paper; ensures security, accountability, and proper issuance in accordance with established protocols. Completes weekly backlog report, ensuring accuracy and timeliness for effective workflow tracking and management. As directed by management, conducts random quality control checks to evaluate the completeness and accuracy of certificate processing and fulfillment. Compiles and summarizes findings and recommendations in a report for management review. Makes recommendations to improve operational procedures and policies, focusing on customer service, effectiveness, efficiency, safety, and security. Collaborates with other branch administrative coordinators to draft or revise procedures and policies related to registration, fiscal activities, purchasing, public relations, and other administrative functions. Ensures all proposed and existing policies comply with relevant collective bargaining agreements, human resource guidelines, and Commonwealth laws, regulations, and directives. Conducts site visits to other branch offices to assess consistency in operations. Collaborates with counterparts in the Central and Eastern regions on operational consistency and process improvement. Assists in developing the Continuity of Operations Plan (COOP) for the branch office related to registration, fiscal activities, purchasing, and other administrative functions. Participates in periodic COOP exercises to ensure readiness. Participates in emergency evacuation training exercises and assists with the completion of documentation for emergency evacuation activities. 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. 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. Makes determinations to accept, reject or refer death and fetal death registrations based on adherence to regulations and bureau policies Supports consistency in decision -making across the bureau by applying policy knowledge and interpreting regulations in real-time scenarios Implements solutions and process improvements to prevent recurring or reconciliation errors Determines appropriate outcomes for deficient applications such as approval, suspension, rejection, or escalation |
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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. N/A 5. N/A 6. N/A |
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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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