POSITION DESCRIPTION
COUNTY OF STEUBEN, INDIANA
POSITION: P/T Deputy Registrar/Secretary
DEPARTMENT: Health
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F, AS SCHEDULED
STATUS: Part-Time
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Steuben County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodations would present an undue hardship.
Incumbent serves as Deputy Registrar/Secretary for Steuben County Health Department, responsible for registering, reporting, and maintaining vital records for the County, and performing various secretarial functions.
DUTIES :
Records, retains, and preserves vital records according to Indiana Department of Health (IDOH), including entering data on computer, filing, and maintaining confidentiality of information as required.
Issues certified copies of birth and death certificates as requested, including assisting individuals in completing applications, verifying authorization, printing certificates, completing and certifying forms, collecting, receipting and recording fees, and maintaining record of the various certificates issued and fees collected.
Prepares and files new birth records with the state.
Issues burial and cremation permits and assists funeral homes and families with filing death records
Performs research related to genealogical requests
Performs related duties as assigned.
**I. JOB REQUIREMENTS : **
High school diploma or HSE
Ability to obtain an Indiana notary license.
Working knowledge of standard bookkeeping and record keeping practices
Ability to provide public access to, or maintain confidentiality of, Department information and records according to state requirements.
Ability to effectively communicate orally and in writing
Shall comply with County and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Possession of a valid driver's license and demonstrated safe driving record.
II. RESPONSIBILITY :
Incumbent performs a variety of bookkeeping, reception and clerical duties with priorities determined primarily by Financial Manager and service needs of the public. Assignments are guided by broad policies and/or general objectives, with incumbent referring to supervisor when interpretations of Department policies, procedures, and expenditures are thought necessary. Work is periodically reviewed upon completion of specific duties for compliance with Department policies and procedures and adherence to instructions/guidelines. Errors in incumbent's work are primarily prevented and detected through standard bookkeeping checks and notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction and/or inconvenience to other agencies and/or the public.
III PERSONAL WORK RELATIONSHIPS ** :**
Incumbent maintains frequent contact with co-workers, other County departments, government agencies, health, medical, court, welfare, and mortuary personnel, genealogists, and the public, for the purposes of exchanging information, rendering service, and explaining policies and procedures.
Incumbent reports directly to Financial Manager or Administrator as needed.
**** IV PHYSICAL EFFORT AND WORK ENVIRONMENT :
Incumbent performs duties in a standard office environment and at a service counter, which may involve sitting/standing for long periods, lifting/carrying objects weighing less than 25 pounds, reaching, bending, crouching/kneeling, keyboarding, close/far vision, color/depth perception, handling/grasping/fingering objects, speaking clearly, and hearing sounds/communication.