Deputy Registrar

Summary

Job Summary

The Vital Records Program within the Administration Division is recruiting for a Regular, Full-time (1.0 FTE) Deputy Registrar. The typical work schedule for this position is 8:00 a.m. - 4:30 p.m. Monday - Friday, in-person. This is a technical classification located in the Vital Records Office of the Tacoma-Pierce County Health Department and is under the supervision of a Deputy Registrar Supervisor and the Program Manager. This role assists staff and incoming customers by responding to inquiries and connecting the public with vital records. This position assessesadministrative productivity and processes and implements changes to increase operational quality and efficiency.

Based on our internal compensation review process, the starting hourly wage for this position is $26.98 (step 0) – $28.88 (step 2). We make decisions on higher starting salaries based on experience, education, and qualifications.

The full salary range for this position is $26.98 - $36.50 per hour. This position also includes a comprehensive benefits package that includes insurance (health, dental, vision, life), retirement plan options, generous leave accruals, annual cost of living salary increases, employee programs, and more. Visit our benefits webpage to learn more.

What You Bring To The Table

• Intermediate knowledge of standard Microsoft Office programs, Adobe, and database programs.
• Keyboarding accuracy sufficient to amend official documents with a typewriter without error.
• Advanced knowledge of Washington Administrative Codes, regulations, policies, and procedures relevant to vital statistics.
• Intermediate knowledge of cash and payment processes, reconciling daily funds, and basic math.
• Knowledge of basic medical terminology
• Reads and comprehends the varied documentation customers use for eligibility and identity documents.
• Intermediate knowledge of government agency and hospital practices relevant to vital statistics.
• Expertise in database management, records management, and report writing.
• Intermediate statistical and data analysis skills.
• Intermediate knowledge of Project Management principles.
• Knowledge of concepts of quality management and improvement.
• Skilled in maintaining sensitive and confidential data and using discretion when sharing information.
• Skilled in communication:
  • Listens to others and communicates in an effective manner.
  • Asks questions in ways that enhance the clarity, quality, and reliability of information.
  • Understands and learns from what others say, attends to nonverbal cues, and responds appropriately.
  • Grasps the meaning of written information and applies it to work situations.
  • Conveys ideas and facts using language the audience will best understand, taking into consideration the audience and nature of the information.
  • Writes in a clear, concise, and organized manner for the intended audience.

• Knowing and managing oneself: Understands that all equity, trauma-informed, and restorative practices start with oneself. Exercises a high degree of self-reflection, personal accountability, resilience, flexibility, and adaptability. Is willing to learn, apply, and model agency values and ethical standards.
• Restorative practices and conflict resolution: Articulates through words and actions authentic commitment to create an environment in which all people are treated with dignity and respect and afforded equal opportunities and impartial treatment. Centers work inequity and trauma informed and restorative practices to achieve and maintain collaboration and teamwork and to effectively work with historically underrepresented and/or underserved populations to advance community health. Utilizes restorative practices to address harm and promote healing to strengthen relationships between individuals and social connections within communities.
• Collaboration and engagement: Provides balanced and objective information to help teammates, partners, and the public understand problems, alternatives, opportunities, and solutions. Works directly with partners within the Department, in the community, and members of the public affected by the work to obtain feedback and understand diverse points of view, concerns, and aspirations. Identifies preferred solutions together, incorporating advice and recommendations to the maximum extent possible.
• Evidence informed practices and decision-making: Applies evidence informed practices and methodologies to achieve the greatest impact in delivery of services to internal and external customers and partners. Incorporates the social determinants of health into public health work. Integrates research and evidence into the decision-making process. Seeks to systematically identify and eliminate inequities resulting in differences in health and in overall living conditions. Utilizes evidence informed practices to increase equity in systems and policy. Creates a robust culture of assessment and evaluation and continuous process improvement.
• Cross cultural communication and engagement: Understands that cultural awareness, appreciation, and humility can only occur when you practice curiosity and open-mindedness. Operates with a high level of humility and cultural agility to achieve effective intercultural communication, engagement, and collaboration in the workplace and in the community. Is open to feedback and continuously self-reflects on one's own actions and responses. Centers personal accountability on the Department's mission, values, and ethical standards.

Who Should Apply

The items below are the requirements for the job and are relevant to this position. The organization values work experience, lived experience, and education and realizes that people take different paths to acquire knowledge.

• Associate's degree in business administration, office management, or similar.
• 3 years of progressively responsible experience with vital records.

We will consider any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position.

Working Conditions & Physical Requirements

Work Environment

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.
• Some evening and weekend work may be required.
• Work is 100% in person.

• Regularly required to sit or stand continuously.
• Regularly communicate clearly in-person, over the phone, and via written communication, including communicating with dissatisfied or angry individuals, throughout the duration of a shift.
• Capable of reading physical and electronic documents and working for prolonged periods on a computer monitor.
• Fine motor skills sufficient to grip and manipulate paper, operate a telephone, and operate a computer mouse and keyboard.
• Reaching and gross manipulation capabilities sufficient to pick up and use standard office supplies.
• This position may require lifting, carrying, pulling, or moving objects up to 10 pounds consistently, 20 pounds frequently, and exerting up to 30 pounds of force occasionally.
• Maintain concentration and attention for extended periods of time.
• Regularly follow sequential processes, including long and/or complex processes.
• Regularly work effectively in the presence of visual, auditory, or other distractions.
• Learn, recall, and apply specialized information.
• Effectively perform frequent task-swapping and work with frequent interruptions.
• Work effectively when exposed to workplace stressors, such as emotional and/or confrontational individuals.

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)
• Typewriter

• Occasional travel may be required, and is typically local or regional, to meet with clients, conduct business, or attend training.

Benefits

Tacoma-Pierce County Health Department offers an excellent pay and benefits package, combined with the opportunity to provide innovative Public Health services to our community, making this a rewarding place to work!

Salary ranges are listed on the job announcement and are based on the unique skills, education, and experience for the position. Salary offers are typically made at the starting pay step and are reviewed annually. You will get an annual cost-of-living adjustment that increases the salary range as well as an annual step increase on your anniversary date. All salary offers are subject to administrative approval.

Medical, Vision, and Dental Insurance: The Department pays a significant portion of these premiums for employees, their spouse or domestic partner, and dependent children, with an FTE of.80 or greater. Employees with an FTE between.50 and.80 pay a pro-rated portion of their premiums. Medical, vision and dental coverage begins the first day of the month following date of hire.

Job Description

Job Summary

The Vital Records Program within the Administration Division is recruiting for a Regular, Full-time (1.0 FTE) Deputy Registrar. The typical work schedule for this position is 8:00 a.m. - 4:30 p.m. Monday - Friday, in-person. This is a technical classification located in the Vital Records Office of the Tacoma-Pierce County Health Department and is under the supervision of a Deputy Registrar Supervisor and the Program Manager. This role assists staff and incoming customers by responding to inquiries and connecting the public with vital records. This position assessesadministrative productivity and processes and implements changes to increase operational quality and efficiency.

Based on our internal compensation review process, the starting hourly wage for this position is $26.98 (step 0) – $28.88 (step 2). We make decisions on higher starting salaries based on experience, education, and qualifications.

The full salary range for this position is $26.98 - $36.50 per hour. This position also includes a comprehensive benefits package that includes insurance (health, dental, vision, life), retirement plan options, generous leave accruals, annual cost of living salary increases, employee programs, and more. Visit our benefits webpage to learn more.

What You Bring To The Table

• Intermediate knowledge of standard Microsoft Office programs, Adobe, and database programs.
• Keyboarding accuracy sufficient to amend official documents with a typewriter without error.
• Advanced knowledge of Washington Administrative Codes, regulations, policies, and procedures relevant to vital statistics.
• Intermediate knowledge of cash and payment processes, reconciling daily funds, and basic math.
• Knowledge of basic medical terminology
• Reads and comprehends the varied documentation customers use for eligibility and identity documents.
• Intermediate knowledge of government agency and hospital practices relevant to vital statistics.
• Expertise in database management, records management, and report writing.
• Intermediate statistical and data analysis skills.
• Intermediate knowledge of Project Management principles.
• Knowledge of concepts of quality management and improvement.
• Skilled in maintaining sensitive and confidential data and using discretion when sharing information.
• Skilled in communication:
  • Listens to others and communicates in an effective manner.
  • Asks questions in ways that enhance the clarity, quality, and reliability of information.
  • Understands and learns from what others say, attends to nonverbal cues, and responds appropriately.
  • Grasps the meaning of written information and applies it to work situations.
  • Conveys ideas and facts using language the audience will best understand, taking into consideration the audience and nature of the information.
  • Writes in a clear, concise, and organized manner for the intended audience.

• Knowing and managing oneself: Understands that all equity, trauma-informed, and restorative practices start with oneself. Exercises a high degree of self-reflection, personal accountability, resilience, flexibility, and adaptability. Is willing to learn, apply, and model agency values and ethical standards.
• Restorative practices and conflict resolution: Articulates through words and actions authentic commitment to create an environment in which all people are treated with dignity and respect and afforded equal opportunities and impartial treatment. Centers work inequity and trauma informed and restorative practices to achieve and maintain collaboration and teamwork and to effectively work with historically underrepresented and/or underserved populations to advance community health. Utilizes restorative practices to address harm and promote healing to strengthen relationships between individuals and social connections within communities.
• Collaboration and engagement: Provides balanced and objective information to help teammates, partners, and the public understand problems, alternatives, opportunities, and solutions. Works directly with partners within the Department, in the community, and members of the public affected by the work to obtain feedback and understand diverse points of view, concerns, and aspirations. Identifies preferred solutions together, incorporating advice and recommendations to the maximum extent possible.
• Evidence informed practices and decision-making: Applies evidence informed practices and methodologies to achieve the greatest impact in delivery of services to internal and external customers and partners. Incorporates the social determinants of health into public health work. Integrates research and evidence into the decision-making process. Seeks to systematically identify and eliminate inequities resulting in differences in health and in overall living conditions. Utilizes evidence informed practices to increase equity in systems and policy. Creates a robust culture of assessment and evaluation and continuous process improvement.
• Cross cultural communication and engagement: Understands that cultural awareness, appreciation, and humility can only occur when you practice curiosity and open-mindedness. Operates with a high level of humility and cultural agility to achieve effective intercultural communication, engagement, and collaboration in the workplace and in the community. Is open to feedback and continuously self-reflects on one's own actions and responses. Centers personal accountability on the Department's mission, values, and ethical standards.

Who Should Apply

The items below are the requirements for the job and are relevant to this position. The organization values work experience, lived experience, and education and realizes that people take different paths to acquire knowledge.

• Associate's degree in business administration, office management, or similar.
• 3 years of progressively responsible experience with vital records.

We will consider any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position.

Working Conditions & Physical Requirements

Work Environment

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.
• Some evening and weekend work may be required.
• Work is 100% in person.

• Regularly required to sit or stand continuously.
• Regularly communicate clearly in-person, over the phone, and via written communication, including communicating with dissatisfied or angry individuals, throughout the duration of a shift.
• Capable of reading physical and electronic documents and working for prolonged periods on a computer monitor.
• Fine motor skills sufficient to grip and manipulate paper, operate a telephone, and operate a computer mouse and keyboard.
• Reaching and gross manipulation capabilities sufficient to pick up and use standard office supplies.
• This position may require lifting, carrying, pulling, or moving objects up to 10 pounds consistently, 20 pounds frequently, and exerting up to 30 pounds of force occasionally.
• Maintain concentration and attention for extended periods of time.
• Regularly follow sequential processes, including long and/or complex processes.
• Regularly work effectively in the presence of visual, auditory, or other distractions.
• Learn, recall, and apply specialized information.
• Effectively perform frequent task-swapping and work with frequent interruptions.
• Work effectively when exposed to workplace stressors, such as emotional and/or confrontational individuals.

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)
• Typewriter

• Occasional travel may be required, and is typically local or regional, to meet with clients, conduct business, or attend training.

Benefits

Tacoma-Pierce County Health Department offers an excellent pay and benefits package, combined with the opportunity to provide innovative Public Health services to our community, making this a rewarding place to work!

Salary ranges are listed on the job announcement and are based on the unique skills, education, and experience for the position. Salary offers are typically made at the starting pay step and are reviewed annually. You will get an annual cost-of-living adjustment that increases the salary range as well as an annual step increase on your anniversary date. All salary offers are subject to administrative approval.

Medical, Vision, and Dental Insurance: The Department pays a significant portion of these premiums for employees, their spouse or domestic partner, and dependent children, with an FTE of.80 or greater. Employees with an FTE between.50 and.80 pay a pro-rated portion of their premiums. Medical, vision and dental coverage begins the first day of the month following date of hire.