Placer County

Vital Statistics Technician - I (#12563)

$22.67-$28.32 Hourly / $3,929.47-$4,908.80 Monthly / $47,153.60-$58,905.60 Yearly

Vital Statistics Technician - II (#12564)

$25.00-$31.24 Hourly / $4,333.33-$5,414.93 Monthly / $52,000.00-$64,979.20 Yearly


DEFINITION

To perform a wide variety of general clerical and specialized tasks in the registration and processing of vital record legal documents as mandated by law; to examine and categorize information from vital records and enter appropriate types of information into a computer system; and to perform other duties relative to assigned areas of responsibility.

DISTINGUISHING CHARACTERISTICS

Vital Statistics Technician I 
This is the entry-level class in the Vital Statistics Technician series.  This class is distinguished from the journey level by the performance of the more routine tasks and duties assigned to positions within this series. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level.  Employees work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.   

Vital Statistics Technician II 
This is the full journey level class within the Vital Statistics Technician series. This class is distinguished from the Vital Statistics Technician I by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies with the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the entry level. 

SUPERVISION RECEIVED AND EXERCISED

Vital Statistics Technician I
Receives immediate supervision from management or supervisory staff. 

Vital Statistics Technician II

Receives general supervision from management or supervisory staff. 

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Perform a wide variety of general clerical and specialized tasks in the registration and processing of vital records.
  • Review all birth, death, and fetal death certificates, amendments, and disposition permits for completeness and accuracy, pursuant to local, state, and federal mandates, codes, and medical certification requirements.
  • Register, process, and record birth, death, and fetal death events and issue disposition permits; forward required copies of certificates for vital records to the County Clerk-Recorder; register certificates electronically into the state's vital records system.
  • Coordinate the accurate input of vital records with the public, hospitals, physicians, funeral directors, midwives, State Vital Records, and the Coroner’s Office; analyze cause of death on certificate for accuracy and research medical information as needed.
  • Receive out-of-hospital worksheets and review for correctness; follow-up with appropriate parties for additional information; enter all out-of-hospital birth information into the computer system and electronically transmit to state. 
  • Provide customer service over the phone, by mail, and in person; process mail order and counter service requests for certified copies of birth and death certificates, amendments, burial permits, Declaration of Paternity, and out-of- hospital birth registration.
  • Compile a list of County resident deaths that have occurred within the County; copy and mail list to pertinent internal and external government agencies.
  • Comply with state and County regulations concerning birth and death issues; prepare appropriate forms and explanation letters in reply to inquiries regarding certificates, amendments, and pending coroner cases; process and file state and local approved certificate amendments.
  • Assist with developing procedures for new rules and regulations from State Vital Records; implement, notify, and distribute new procedures to funeral homes, hospitals, midwives, and medical staff.
  • Receive and review applications for the state's medical marijuana program; request verifications from doctors; order medical marijuana cards electronically through the state's system.
  • Extract data from vital records and generate reports for the other County departments and outside agencies as requested.
  • Receive and reconcile monetary transactions; verify and prepare monthly transmittals of fees.
  • Order and stock necessary forms; supply forms to funeral homes, and other agencies upon request; order office supplies as needed.
  • Maintain filing system, inventory of bond paper, and case files.
  • Build and maintain positive working relationships with co-workers, other County employees, outside agencies, and public utilizing principles of effective customer service.
  • Perform related duties as assigned.

WORKING CONDITIONS

Work is typically performed in an indoor office environment with controlled temperature conditions. Position may require travel to and from locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

Vital Statistics Technician I

Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: Two (2) years of clerical experience in specialized records maintenance and administration.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

Vital Statistics Technician II

Experience and Training
Any combination of experience and training would likely provide the required knowledge and abilities are qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: One (1) year of experience performing duties comparable to that of a Vital Statistics Technician I with Placer County.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Vital Statistics Technician I

Knowledge of:

  • Modern office procedures, methods, and computer hardware and software and its applications.
  • Principles and practices of record keeping and filing.
  • Principles and practices of customer service.
  • Proper telephone etiquette.
  • English usage, spelling, grammar, and punctuation.
  • Basic mathematic skills.

Ability to:

  • On a continuous basis, know and understand all aspects of the job; analyze, identify, and interpret technical and numerical information; understand, recall, interpret, and explain policies, procedures, laws, and regulations; analyze situations quickly and objectively to determine proper course of action; work under time pressure and complete a high volume of tasks with frequent interruptions; focus on a single task for long periods of time.
  • On a continuous basis, sit at a desk and/or stand at counter for long periods of time; intermittently walk, stand, stoop, squat, bend, kneel, push, pull, and twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; speak, use telephone, write, and use a keyboard to communicate; see and hear with sufficient acuity to perform essential job functions; lift light weight.
  • Perform specialized clerical work including maintenance of records and generation of reports.
  • Process a large volume of documents with a high degree of accuracy.
  • Retrieve, store, and remove information in a wide variety of manual and automated filing systems.
  • Maintain security and confidentiality of restricted information.
  • Respond to requests and inquiries from the general public.
  • Type or enter data at a speed necessary for successful job performance.
  • Perform routine mathematical calculations.
  • Operate office equipment including computers and supporting software applications.
  • Respond to changing priorities and deadlines.
  • Understand and follow oral and written instructions.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Learn mandated requirements for registering and processing official documents.
  • Learn vital records document processing requirements.
  • Learn and understand applicable health and safety codes and state guidelines.
  • Learn to understand and apply pertinent federal, state, and local codes, laws, and regulations.
  • Learn basic terms utilized in the medical field and basic human anatomy.
  • Learn how to review and research medical information and conditions.
  • Learn to understand, examine, and review various documents to determine appropriate processing.

Vital Statistics Technician II

In addition to the requirements for the Vital Statistics Technician I:

Knowledge of:

  • Mandated requirements for registering and processing official documents.
  • Vital records document processing requirements.
  • Basic terms utilized in the medical field and basic human anatomy.
  • Pertinent federal, state and local codes, laws, and regulations.

Ability to:

  • Understand and apply applicable health and safety codes and state guidelines.
  • Understand and apply pertinent federal, state, and local codes, laws, and regulations.
  • Review and research medical information and conditions.
  • Understand, examine, and review various documents to determine appropriate processing.

MISCELLANEOUS INFORMATION

Length of Probation:
All permanent appointments to this classification shall serve a probationary period of twelve (12) calendar months or two thousand eighty (2,080) hours, whichever is more.

Bargaining Unit:
General

FLSA Status:
Non-Exempt

Established:
09/01/2002

Revised:
09/11/2023

Last Content Review:
09/01/2002; 09/11/2023

CLASS: 12563; EST: 9/1/2002; REV: 9/11/2023; REVWD: 9/11/2023;
CLASS: 12564; EST: 9/1/2002;