Vital Records Assistant

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in a field related to general clerical/secretarial experience.
• Any combination of related education and experience may be substituted

Licenses or Certifications:

• None.

Notes to Applicants
Position Overview
This position is responsible for the processing of customer requests for Vital Records services. Services include the issuance of certified copies of birth and death certificates, received in person, online, and by mail; issuance of burial transit permits; and providing information and referrals related to vital records. Work must be carried out in compliance with Texas Health & Safety Code and Texas Administrative Code statutory requirements, in addition to City of Austin and Office of Vital Records policies and procedures to ensure the proper protection of confidential vital records documents and information. This position is not eligible for telework.

Work Hours

• Monday - Friday, 7:45 a.m. - 4:45 p.m.
• Work schedule is not flexible and this position is not approved for telework.

APH Information

• This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan .
• Departmental Competencies related to the position can be found on Austin Public Health’s website .
• When public health responds to an emergency you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends with possible deployment to locations other than the Austin Public Health.

If you are selected to Interview:

• This position will have in-person interview(s).
• This position will require a pre-employment Criminal Background Investigation ( CBI ).

Immunization Requirement

• Due to high-risk areas, Austin Public Health employees must comply with the department’s immunization policy.

Regarding your Application:

• A detailed, complete City of Austin employment application is required to evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
• Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application.
• Work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number.
• Incomplete applications will not be considered.
• The responses to the supplemental questions should reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.
• Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

Salary and Benefits:

• Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, paid sick, vacation, and personal time, and a retirement plan.

Electronic Notification to Applicants:

• Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs.
• Please ensure that the email address and contact information you provide are current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner
• Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days.

Effective July 8, 2024, all City of Austin workplaces are tobacco-free. Employees are not to use tobacco at any time while on City of Austin-owned and leased properties. This includes the building, parking garage, and any of the property grounds. Tobacco products include cigarettes, cigars, chewing tobacco, snuff, pipes, snus, and electronic smoking devices.
Pay Range
$20.80 - $22.88 per hour
Hours
Monday - Friday, 7:45 a.m. - 4:45 p.m.
Job Close Date 07/01/2024 Type of Posting External Department Austin Public Health Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 7201 Levander Loop, Bldg C, Austin, TX 78702 Preferred Qualifications

• Demonstrated experience in a Vital Records office that registers and issues birth and death certificates at the local or state-level.
• Demonstrated (employment or volunteer) experience in a position that required providing customer service, over the phone or in-person.
• Demonstrated experience communicating effectively with a culturally diverse population.
• Bilingual-Fluent in English and Spanish.
• Demonstrated experience working with confidential records, documents, and/or information.
• Demonstrated experience interpreting rules, regulations, policies and procedures and conveying them to others.
• Demonstrated proficiency with Microsoft Office Suite, specifically Word, Excel and Outlook.
• Ability to adhere to a regular and predictable schedule.

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.


Assist the public with the acquisition of vital records; sell, type and register birth and death certificates; fill out affidavits. Send information letters to home birth parents. Review death certificates for completeness, cause of death and necessary signatures. Register all county deaths; sign burial permits; make certified copies of death certificates to be distributed to funeral homes, customers, coroner’s office and vital records department. Prepare transactions for mailings. Calculate end of day sales and prepare check vouchers.

Responsibilities - Supervisor and/or Leadership Exercised:

• None.

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of city, state and Federal statutes, rules, ordinances, codes and regulations relating to recordable documents.
• Knowledge of medical terminology.
• Knowledge of the principles of file systems, case files and records management.
• Knowledge of court processes, legal terminology, and records available through City resources.
• Knowledge of City and Department policies and procedures.
• Knowledge of the principles and practices of inventory control.
• Skill in interpreting policies and procedures with firmness, tact and impartiality.
• Skill in assessing and prioritizing multiple tasks, projects and demands.
• Skill in working within deadlines to complete projects and assignments.
• Skill in establishing and maintaining effective working relations with co- workers and other City employees.
• Skill in operating a personal computer utilizing a variety of standard software.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The minimum qualifications for the Vital Records Assistant position are: Graduation from an accredited high school or equivalent, plus three (3) years of experience in a field related to general clerical/secretarial experience. Any combination of related education and experience may be substituted. Do you meet these minimum qualifications?

• Yes
• No

* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation.

* Due to working in high risk areas, applicants applying for this position must comply with the departments immunization policy as a condition of employment. Can you meet this requirement?

• Yes, I will comply to the vaccinations required by the APH department
• No, I cannot meet this requirement

* Do you have work experience in a Vital Records office that registers and issues birth and death certificates at a local or state level?

• Yes
• No

* If you answered yes to the previous question, briefly describe your experience working in a Vital Records office.
(Open Ended Question)
* Do you have work experience providing customer service in a high volume, fast paced environment?

• Yes
• No

* If you answered yes to the previous question, please describe your experience.
(Open Ended Question)
* Do you have work experience interpreting rules, regulations, policies and procedures and conveying them to others?

• Yes
• No

* If you answered yes to the previous question, please explain below.
(Open Ended Question)
* Do you have experience working with confidential records and information?

• YES
• NO

* Please describe your experience working with confidential records or confidential information?
(Open Ended Question)
* Do you have cash handling or point of sale (POS) experience?

• Yes
• No

* If you answered yes to the question above, please describe your experience.
(Open Ended Question)
* Describe your bilingual (English/Spanish) fluency level:

• Speak, read and write both English and Spanish
• Speak both English and Spanish fluently
• Speak some Spanish
• Fluent in Spanish only
• Fluent in English only

* The schedule for this position is Monday-Friday, 7:45 AM-4:45 PM. Teleworking is not an option. Are you able to work this schedule?

• Yes
• No

* In the prior twelve months have you been employed by, owned any interest in, or been an officer or board member, for any business entity, including a non-profit organization, that is transacting any business with the City of Austin, including a recipient of any contracts, grants, or any funds of any kind from the City of Austin?

• Yes
• No
• Don't know

If you answered yes to the previous question, please explain below.
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents

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