Vital Statistics Technician - II

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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.

Click here to view Placer Public Employees Organization (PPEO) benefits.

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 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. 

Receives general 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 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.

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.
• 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:

• 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.
• 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.

Online Examination (60%)

The online examination has been tentatively scheduled for the week of October 16, 2023.

After the posted filing deadline, qualified candidates will receive a notification via email when the examination is available. The online examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Note: Candidates will have approximately three (3) calendar days from the date of notification to complete the online examination. Only one attempt will be permitted.

Training & Experience Rating (40%)

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), reproductive health decision making, 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.