|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50572803 |
Description Activated On: 11/3/2025 3:44:00 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 the full continuum of requests to amend official birth records (for compliance with statutes, regulations, and policies), serving as the subject matter expert for problematic issues or suspected fraud, authorizing or rejecting said requests, effecting amendments in birth registry case records, and analyzing staff operations. |
|
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 and thorough 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. Serves as the escalation point and subject matter expert for resolution of the full continuum of issues related to amending a birth record. Responds to questions from (and provides guidance to) Vital Records’ branch offices and the Clerical Assistant 3s in the Birth Amendments Unit regarding complex cases. 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. Performs public relations duties through daily interactions with consumers via phone and email. Addresses consumer complaints that cannot be resolved by the Clerical Assistant 3s. Utilizes firm and appropriate people skills to de-escalate tense situations. 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. 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. Also reviews the record for a flag for a missing child, deceased subject or other less obvious indicator of potential criminal or fraudulent activity. Informs supervisor of suspicious information or inconsistencies without alarming consumer in communications. As required, provides back up to the Clerical Assistant 3s by performing the following duties related to the analysis and processing of requests to correct or amend records for babies less than six months of age (that are not accompanied by a court order): • Ensures appropriate signatories and notarization, as required. When submitted by the hospital or birthing facility, secures documentation of parental consent. • Verifies that requested correction or amendment is allowable under the Vital Statistics Law of 1953, Pennsylvania Code Title 28 and applicable extralegal policies. • Communicates with the hospital or birthing facility to secure documentation of parental consent when said facility submits a correction or amendment. Also, contacts hospital if the mother claims to be married after the fact to secure worksheet and compare to information on original birth report. • Approves or rejects the correction or amendment. If approved, types the appropriate information in the vital statistics system. If rejected, notifies requester of rejection. • Matches incorrect birth certificates returned to those records for which corrections or amendments are executed. Liaises with the Division of Vital Records for destruction of the incorrect birth certificate and issuance of the amended birth certificate after the record is amended. • Analyzes the staff operations for requests to correct or amend records for babies less than six months of age and all associated procedures for the development and recommendation of work standards and enhanced or revised procedures. Prepares reports of findings and recommendations, including areas of potential risk and waste. As required, provides back up to the Clerical Assistant 3s by performing the following duties related to the analysis and processing of requests to correct or amend birth records for individuals over six months of age (that are not accompanied by a court order) including but not limited to date of birth, name, or sex fields, or deceased subjects: • Based on age of subject, verifies the eligibility of the requestor or the power of attorney. • Inspects required evidentiary documentation, and independently verifies with source. • Assesses the authenticity and accuracy of affidavits. • Approves or rejects the correction or amendment. If approved, types the appropriate information in the vital statistics system. If rejected, notifies requester of rejection. • After amending the record, liaises with the Division of Vital Records to issue an amended birth certificate if an application and fee were included with the amendment request. If there was no application or fee, corresponds with the requester to notify them that the record was amended and how to obtain a birth certificate. • Analyzes the staff operations for requests to correct or amend birth records for individuals over six months of age. This includes all associated procedures for the development and recommendation of work standards and enhanced or revised procedures. Prepares reports of findings and recommendations, including areas of potential risk and waste. As required, provides back up to the Clerical Assistant 3s by performing the following duties related to the analysis and processing of domestic adoptions, out-of-state adoptions, annulment of adoptions, and amendments of adoptions: • For two parents who are not the biological parents of the child, reviews the report of adoption from the court. If complete, locates the subject’s birth record in the vital statistics system. • For a step-parent adoption or for one parent, verifies with the court whether both parents are to be on the record or one parent is waiving rights. Ensures that documentation is provided to confirm this verification and locates the subject’s birth record in the vital statistics system. • Closely scrutinizes out-of-state reports of adoption. If the form is similar, a decree has been issued, the report is certified and has all information needed, then locates the subject’s birth record in the vital statistics system. • Reviews annulments of adoption to ensure it specifies the individual to be named as parent. Locates the subject’s birth record in the vital statistics system. • Reviews amendments of adoption for completeness and locates the subject’s birth record in the vital statistics system. • If the report of adoption is not complete or if the birth record is not in the registry, reject it back to the issuing court. If the record is in the system and analysis reveals no questionable issues, amends it by typing the adoptive parents’ information and any other changes (such as subject’s name). Ensures appropriate notations and flagging occur in accordance with applicable statutes. • Liaises with the Division of Vital Records for issuance of an amended birth certificate. Analyzes the staff operations for domestic adoptions, out-of-state adoptions, annulment of adoptions, amendments of adoptions and all associated procedures for the development and recommendation of work standards and enhanced or revised procedures. Prepares reports of findings and recommendations, including area of potential risk and waste. As required, provides back up to the Clerical Assistant 3s by performing the following duties related to the analysis and processing of Name Redaction Requests: • Reviews for completeness and accuracy. Examines identification documentation and notarized attestation statement to determine if acceptable. • Communicates with DHS’ Pennsylvania Adoption Information Registry (PAIR) to verify that a recent CY910 has been filed by the birth parent. • Communicates with the birth parent to resolve any issues with their request or documentation. • Re-evaluates subsequent documentation provided to determine if acceptable. • Rejects requests that do not meet requirements after attempts to work with the birth parents have been exhausted. • If acceptable documentation is received, locates the original birth registry case record. Notates the redaction, executing complex processes based on whether the original record is on paper or in the electronic system. • Responds to questions and inquiries from birth parents; de-escalates confrontational and emotional exchanges. Serves as an escalation point for the Clerical Assistant 3s when communication with a birth parent has reached an impasse. Analyzes the staff operations for Name Redaction Requests and all associated procedures for the development and recommendation of work standards and enhanced or revised procedures. Prepares reports of findings and recommendations, including area of potential risk and waste. As required, provides back up to the Clerical Assistant 3s by analyzing and processing Pennsylvania court orders to amend birth case records. These include but are not limited to DNA test results to: amend father’s name, name change of subject, gender reassignments, civil status change to add biological father after marriage, removal of father’s name, or removal of parental rights. Utilizes guidance from operational or extralegal policies to examine each court order. Makes determination to proceed with amending the birth case record based on the appropriateness of the information presented or makes recommendation to the supervisor to quash the court order. If amending, types the appropriate information in the vital statistics system and adds all required notations and flags to record. Analyzes the staff operations for Pennsylvania court orders to amend birth case records and all associated procedures for the development and recommendation of work standards and enhanced or revised procedures. Prepares reports of findings and recommendations, including areas of potential risk and waste. Assembles data about the type and amount of work performed and completes daily production report. Creates and 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. Serves as the escalation point and subject matter expert for resolution of the full continuum of issues related to amending a birth record. Responds to questions from (and provides guidance to) Vital Records’ branch offices and the Clerical Assistant 3s in the Birth Amendments Unit regarding complex cases. 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. Assists supervisor in providing training to new employees on the full range of job duties. Provides cross-training to co-workers. Performs related job duties as assigned. 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. 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. Based on research or other available information, decides course(s) of action. Regular duties and special assignments are received through general instructions from the supervisor or through the employee’s initiative and are performed with considerable independence. Work is reviewed through conferences, reports and evaluation of results. |
||||||||||||||||||||
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.
|