Vital Statistics Technician - I

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

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For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

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.

This is the entry-level class in the Vital Statistics Technician series.  This class is distinguished from the Vital Statistics Technician II by the performance of the more routine tasks and duties assigned to positions within the series.  Since this class is typically used as a training class, employees may have only limited or no directly related work experience. 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.  Advancement to the “II” level is based upon demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

Receives immediate supervision from management or supervisory staff. 

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 Recorder; forward original certificates to State Vital Records.
• Coordinate the accurate input of vital records with the public, hospitals, physicians, funeral directors, midwives, State Vital Records and the Coroner’s office; properly number and code cause of death on certificate; enter all death record information into the computer system and transmit to state computer.
• 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 and outside 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 localapproved certificate amendments.
• Receive and reconcile monetary transactions; verify and prepare monthly transmittals of fees.
• Order and stock necessary forms; supply forms to funeral homes, coroners and other agencies upon request; order office supplies as needed.
• Perform related duties as assigned.

Experience: Two 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.

Knowledge of:

• Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
• Principles and practices of record keeping and filing.
• Principles and practices of customer service and proper phone etiquette.
• English usage, spelling, grammar and punctuation.
• Basic mathematic skills.

Ability to:

• On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and 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.
• Learn to review medical information to properly code certificates.
• Learn to understand the various documents to be processed in assigned area.
• Learn to examine and review various documents to determine appropriate processing.

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training, and experience will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the eligible list.

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over),  marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.