This position is one of 2 vital statistics clerks in Sussex County office who will assist the general public in obtaining certified copies of birth, death and/or marriage certificates in strict adherence to established procedures. The incumbent will balance daily receipts and will be responsible of the daily bank deposit for Sussex County office. Other responsibilities include; reviewing evidence submitted to amend or correct the information in the vital records; amending/correcting records when appropriate; maintaining an adequate inventory of forms and supplies; making requisition for forms and supplies when necessary.
Bi-Lingual (Spanish & English)
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.
JOB REQUIREMENTS for Vital Statistics Clerk I
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- 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.
- Six months experience in record keeping.
- Knowledge of math such as addition, subtraction, multiplication, division, percentages, or decimals.
- Knowledge of using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
Additional Posting Information
Due to a new requirement from the Centers for Medicare & Medicaid Services (CMS) the following mandate is effective January 27, 2022: As a condition of employment, employees providing health care services and/or support services in covered facilities must show proof that they have received the dose of a single J&J dose or the 1st dose of Moderna/Pfizer two-dose vaccine effective date January 27, 2022, and proof of the single J&J dose or the 2nd dose of Moderna/Pfizer two-dose vaccine by February. 28, 2022. Employees may not provide any care, treatment, or other services until proof is provided. Based on CMS guidance, the date for compliance may extend into March due to the health care facilities high vaccination rate of staff. If you accept a position with the facility, your Human Resources representative can provide more guidance. The only exception to these requirements is for those employees granted medical or religious exemptions from the COVID-19 vaccine as recommended by the Centers for Disease Control and Prevention, which may require weekly COVID-19 testing. This will be in effect until further notice. More information can be found here.
This is a Casual/Seasonal position which is a non-pension eligible position without healthcare and/or other benefits.
Conditions of Hire
Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.
Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our Job Seeker Resources.
DHSS does not provide employment-based sponsorship.
The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.
Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at Delaware State Jobs.
Accommodations are available for applicants with disabilities in all phases of the application and employment process. To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.
The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.