Vital Statistics Clerk I (#MAAI01)
$29,065.00 Yearly Min / $36,331.00 Yearly Mid / $43,597.00 Yearly Max

Vital Statistics Clerk II (#MAAI02)
$30,928.00 Yearly Min / $38,660.00 Yearly Mid / $46,392.00 Yearly Max

Description of Occupational Work

This class series uses two levels in the Administrative Services occupational group, Administrative Support occupational series and describes work in processing vital records. Work requires the review of a variety of legal documents for validity, authenticity, verification and completeness of information in order to issue certified vital records, determine eligibility for receiving certified records, make changes to records, and resolve discrepancies in information. Work is coordinated through various government agencies (e.g., courts, law enforcement), hospitals, funeral homes, physicians, the public and others and is done in accordance with laws, rules, regulations, policies and procedures. 

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
  • Interprets and applies laws, rules, regulations, policies and procedures in maintaining and processing information.
  • Interacts with the public, physicians, funeral directors, attorneys, hospitals, social security offices, county and municipal offices, law enforcement, courts and other government agencies for verifying vital records information, resolving customer complaints and discrepancies in records and explaining laws, rules, regulations, policies and procedures.
  • Reviews various documents such as wills, power of attorney, driver licenses, birth certificates, passports, court documents, alien/immigration documents and related materials to determine validity, authenticity, accuracy, completeness and eligibility.
  • Reviews vital records submitted for completeness, legibility and authorized signatures for certifying births, paternity, deaths, marriages and other vital information and resolves inconsistent/deficient information.
  • Issues or denies issuance of certified copies of vital records; ensures confidentiality of records in accordance with the law.
  • Corrects/changes vital information on records based on supporting legal documentation and/or the validity/authenticity of documents submitted for proof.
  • Registers births, deaths, marriages, divorces; files cremation permits and reports and related vital information; registers clergymen for performing marriage ceremonies.
  • Computes and collects fees, issues receipts and maintains records of same; may make bank deposits.
  • Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation.
  • Accomplishes data entry, edit, verification and retrieval of associated vital records.
  • Compiles data and prepares a variety of statistical reports; indices, cross-references and files records alphabetically, chronologically, geographically and numerically; maintains logs and various other office records.

Levels of Work

Vital Statistics Clerk I

This is the first level of vital statistics work processing vital records.

  • Ensures vital records submitted to the Vital Statistics Office are complete and legible, registered accurately and information is maintained and released in accordance with the laws.
  • Contacts are with the public, physicians, funeral directors, attorneys, hospitals, social security offices, county and municipal offices and other state agencies.

 Vital Statistics Clerk II

This is the second level of vital statistics work overseeing a county Vital Records Office.

  • Oversees a county Vital Records Office including supervising two or more staff, one of which must be a merit full time position.  The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, recommending hire/fire and discipline.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
  • Knowledge of laws, rules, regulations, policies and procedures pertaining to the permanent filing, registration and release of vital records information.
  • Knowledge of standard office practices and procedures.
  • Knowledge of applicable legal documents in order to determine validity.
  • Knowledge of the principles, practices and techniques of filing and recordkeeping.
  • Knowledge of basic mathematical computations.
  • Knowledge of the methods and techniques for eliciting and disseminating information.
  • Skill in detecting altered or fraudulent documents in order to determine their validity.
  • Skill in oral communication.
  • Ability to compile data and prepare reports.
  • Ability to operate computers for data entry/retrieval and report generation.
  • Ability to compare data to determine inconsistencies and/or deficiencies.
  • Ability to conduct record searches for information.

In addition to the above knowledge, skills and abilities, the Vital Statistics Clerk II requires:
  • Knowledge of supervision

Job Requirements

JOB REQUIREMENTS for Vital Statistics Clerk II
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities. 
  2. Six months experience in record keeping.
  3. Six months experience in math such as addition, subtraction, multiplication, division, percentages, or decimals. 
  4. Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
  5. Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.