Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50571417	Description Activated On: 10/29/2025 7:55:11 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, 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 through its responsibility for supervising the processing birth amendment requests from citizens and courts.

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.

Maintains complete knowledge of the numerous allowable amendments and their corresponding exceptions and outlier management to birth records in accordance with the Vital Statistics Law of 1953, Pennsylvania Code Title 28, select Domestic Relations statutes, and extralegal policies.

Serves as the Phase 1 and Birth Amendment Unit escalation point and subject matter expert for resolution of the full continuum of issues related to citizen and court originated amendments to a birth record.

Oversees the following processes within the Birth Registry/Birth Amendment Units:

• Filing, archiving, scanning and record management of birth registry related documents to ensure compliance with record retention schedules.
• Phase 1 of the birth amendment process (intake review and original document management)
• Phase 2 of the birth amendment process (approvals, suspensions, and rejections) of adoptions and parentage court orders received directly from the courts and citizen originated spelling related amendments.
• Phase 3 of the birth amendment process (intake processing of citizen responses to suspensions, rejections, and conversion of SharePoint documents to imagery drive).
• Data entry support as needed for birth registry related products.

Acts as a subject matter expert in the electronic birth registry system (EBRS) for the aspects of the program overseen by them.

Uses their subject matter expertise in EBRS to engage in system requirements review, enhancement development, defect reporting, and user acceptance testing.

Provides review Analyzes operational procedures and policies for effectiveness and efficiency. Makes recommendations to management for enhancements to said procedures and policies, developing written proposals or reports of findings and recommendations if required.

Conducts random quality control checks to assess the completeness and accuracy of birth amendment processing and fulfillment. Provides constructive feedback to staff and stakeholders, corrects deficiencies, and reports substantial findings to management.

Maintains knowledge of recent developments in identifying and documenting fraud, especially as it relates to identify theft, other criminal activity, and national security. This includes maintaining expertise in document analysis of a wide variety of documents including foreign documents, powers of attorney, vital event certificates, citizenship certificates, passports, etc.

Investigates suspicious information or inconsistencies in requests to amend a birth record by analyzing the information on the request and the eligibility documentation. Determines whether to proceed with processing the request or referring it to the fraud coordinator.

Performs the following general supervisory duties:

• Assigns work, sets priorities, and establishes timetables for completion of work.
• Compiles and reconciles data for the unit about the type and amount of work performed and completes daily production reports.
• Ensures manuals containing policies, processes, and procedures, reference materials, and other tools supporting operations are kept up to date and accessible to division staff.
• Provides instruction, guidance, and training to staff, including individualized training plans when indicated based on staff performance.
• Holds daily traffic calls, weekly one on ones, and daily outlier case management reviews.
• 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.

• Gathers information on processing times and team productivity; assesses team member effectiveness and sets productivity goals.
• Interviews potential employees, makes hiring decisions and conducts onboarding.
• Approves leave requests and ensures appropriate coverage.
Ensures agendas are created and minutes taken at meetings; provides support staff if necessary to the division to facilitate same.

This is a working supervisor position. As such, the incumbent performs all birth amendment activities in accordance with the bureau policies and procedures as needed to ensure accurate and timely provision of birth amendments against live birth records, participation in the onsite clerical staff rotation, and attendance of the weekly Phase 2 division level case review.

Refers all unresolvable issues to the Birth Amendment Supervisor and/or stages problem requests for weekly case review.

At all times, maintains the confidentiality of information contained in vital records and uses discretion in each stakeholder interaction.

Performs public relations duties through daily interactions with consumers via phone and email. Addresses stakeholder complaints that cannot be resolved by subordinate staff in clerical assistant roles.

Utilizes firm and appropriate people skills to de-escalate tense situations and appropriately escalates issues to the Birth Amendment Unit supervisor.

When the operational need arises, provides back-up to the clerical staff, annuitants, and temporary staff. This may include, but is not limited to, providing dedicated telephonic consumer support, assisting with mail backlogs, facilitating the Expedited Return process, and ensuring coverage for the bureau’s receptionist.

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 related job duties as assigned.

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.

General supervision is received, and work is reviewed occasionally by the supervisor to evaluate overall effectiveness.

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:

N/A

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

4.   N/A

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.	Assign work to staff and monitor progress.
2.	Evaluate employee performance and take corrective action when necessary.
3.	Conduct random quality control checks to assess the completeness and accuracy of birth amendment processing and fulfillment.
4.	Review and process birth amendments and make decisions on appropriate action and workflow using independent judgement and established procedures.
5.	Maintain and update manuals surrounding the activities their staff perform, train employees.
6.	Resolve issues/questions from staff relating to amendment requests.
7.	Monitor processing times for amendment requests and adjust assignments as needed.
8.	Compile and report production data.
9.	Proficiency using the computer applications adobe pro , sharepoint, edge, and other microsoft office products.
10.	Assist with EBRS requirements, testing, and defect reporting.