Deputy Registrar I

NATURE OF WORK:
Under general supervision receives, processes and maintains certified records and documents, and determines acceptability and receives fees for public recordation; maintains vital records index; enters recordable data into computers; this position has department specific responsibility.

(Illustrative Only) Responsible for the security, and monitoring of the specialized certified paper utilized for Vital Records; acts as secondary liaison with Arizona Department of Health Services, Yuma County Medical Examiner department, and all Funeral Homes/Mortuaries within Yuma County, local, and state entities; responds to customer inquiries in person, through email, and on the phone; provides information on eligibility requirements, amendments to records, and tracking of customer requests based on interpretation of A.R.S. statutes, rules, policies and procedures; provides complete, accurate and timely service for birth and death certificates or documentation; provides services in compliance with policies, procedures, and A.R.S. Statutes; maintains consistency and accuracy in vital records request processing; ensures security of customer information, cash receipts, applications and confidential documents; establishes and maintains quality control to ensure accuracy of certificates including amendments, supplements, and serial numbers; may provide Notary services if licensure is required and obtained; may consult and interacts with Physicians, hospital staff, funeral directors, coroners and others to provide training and discuss vital record registration issues; prepares, reviews and distributes a variety of reports, letters, forms and other documents; forward information to appropriate office; may provide Notary services if licensure is required and obtained; regular and reliable attendance is required; performs other duties as assigned.

30 hours of college education and three (3) years of general office experience OR an equivalent combination of experience, education and training which demonstrates the ability to perform the duties of the position; AND must have completed or be able to complete the ADHS Vital Records mandated training to gain knowledge of Arizona laws, policies and procedures relating to determining eligibility, and processing and issuing of Vital Records, within the first 4 months of employment; thereafter, completion of training updates may be required; requires a valid Arizona driver's license and background check; may require Notary Licensure.

Knowledge of County policies and procedures; department guidelines and regulations; federal, state, and local laws and regulations; standard office procedures for handling inquiries and requests and processing paperwork; understanding of privacy requirements and confidentiality; word processing, database applications, and computer literacy.

Skill in: Meeting and dealing tactfully with the public; establishing and maintain effective working relationships with employees, other agencies, and the public; adapting quickly to changes in procedures and conditions; and to interruptions which disrupt the workflow; meeting deadlines and completing work; ensuring accuracy and completeness of records; reading and interpreting documents; analyzing and evaluating administrative needs, identifying problems, and developing feasible solutions; communication clearly and concisely both verbally and in writing; learning and operating computer systems, specialized software and processing equipment; operating a register and handling cash with precision and accuracy.

Ability to: Maintain effective working relationships with co-workers and the public; communicate effectively verbally and in writing; follow written and verbal instructions; lift forty (40) pounds, bend, stoop, squat, kneel, stand, and walk over rough, uneven or rocky surfaces; perform other body movements consistent with the job responsibilities and work outdoors exposed to extreme climate; perform the essential functions of the job specifications with or without a reasonable accommodation.

Work Environment: The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing and/or pulling; some stooping, kneeling, crouching and/or crawling and significant fine finger dexterity; generally the job requires 60% sitting, 20% walking and 20% standing; working at a computer monitor for extended periods required; the job is performed under varying extreme weather conditions and exposed to exhaust and chemical fumes, oil and hazardous materials.