|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50571499 |
Description Activated On: 4/2/2026 3:06:31 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 Statistical Registries, supports the bureau's mission of managing statewide registries for vital events through its responsibility for analyzing requests to amend official birth records (for compliance with statutes, regulations, and policies), authorizing or rejecting said requests, and typing amendments in birth registry case records. |
|
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 knowledge of the myriad of allowable corrections and amendments to birth records in accordance with the Vital Statistics Law of 1953, Pennsylvania Code Title 28, select Domestic Relations statutes, and extralegal policies. Applies knowledge to provide advice and counsel to consumers on the nuances of specific situations about allowable changes to a birth record and the legal requirements for each. At all times, maintains the confidentiality of information contained in vital records. When interacting with consumers, is vigilant not to divulge information, especially when they may be a parent, relative or friend but not eligible to amend a record. Uses discretion in each consumer interaction. Assists with processing of mail, scanning, filing, and record retention. Responds to incoming calls from external stakeholders and emails submitted through resource accounts. Multitasks as needed in order to respond to customer queries in a timely and accurate way while still maintaining productivity levels with routine assignments. De-escalates situations when a consumer becomes inpatient or angry about timeframes for accomplishing corrections or amendments to birth records, required documentation, ineligibility, unallowable corrections or amendments, and related issues. Responds to questions and inquiries from birth parents; de-escalates confrontational and emotional exchanges. Provides assistance to stakeholders and escalates customer needs falling beyond the Clerical Assistant 3’s scope of knowledge to the appropriate staff member. Contacts external stakeholders to provide or obtain information when directed. Alerts supervisor to trending complaints or stakeholder errors and collaborates with others to find solutions. Participates in quality assurance activities to improve quality of processes for registration, corrections and amendments while mitigating risk. Remains vigilant for the emergence of patterns, trends, or consistent problematic issues; notifies Administrative Assistant or supervisor when problems occur and makes suggestions for addressing those issues. Collects information requested by the Administrative Assistant or supervisor related to quality assurance issues. Collaborates with other members of the bureau to correct operating deficiencies and inefficiencies. Participates in training events for identifying and responding to fraudulent requests, identifications, and documents. Maintains training materials as a reference. When processing requests to correct or amend a birth record, exercises vigilance when examining the information on the application in comparison to the facts in the vital record for signs of fraudulent activity that could pose a risk to identity of the subject of the record or to national security. Performs all routine examination and approval tasks assigned as needed to facilitate the registration or amendment of vital records, including inspection of court orders, verification of documents, and generation of correspondence necessary to communicate approvals, holds, suspensions, and rejections. Provides additional administrative support to the death registry and other vital record sections based on operational circumstances and bureau priorities. Assembles data about the type and amount of work performed and completes daily production report. Maintains filing systems, purging as necessary in accordance with established records retention schedules. Participates in securing the work environment at the conclusion of each business day. Assists supervisor in providing training to new Clerical Assistant 3s. Provides cross-training to co-workers. As directed by management, conducts random quality control checks to assess the completeness and accuracy of corrections and amendments to birth records. Consolidates and summarizes findings into reports for management’s review, along with appropriate recommendations. Performs the following quality assurance activities: • Identifies and researches patterns, trends, or consistent problematic issues with the correction and amendment process; participates in the development and implementation of procedures or systems to pro-actively prevent or address those issues. • Identifies quality assurance/risk management problem areas and proposes changes to processes to mitigate those issues. • Collaborates with other members of the bureau to correct operating deficiencies. Analyzes existing operational procedures and policies for conduciveness to customer service as well as effectiveness, efficiency, and fraud deterrence. Based on analysis, develops enhancements or changes to existing procedures accompanied by a report of findings from analysis. Assists supervisor in providing training to new employees on the full range of job duties. Provides cross-training to co-workers. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Performs related job 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. Work is performed with considerable independence and little review. Detailed discussion occurs with the supervisor for changes in policies, procedures, standards, or workflow. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|