Records Clerk

POSITION: Records Clerk

DEPARTMENT: Coroner

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

SALARY: $1,881.00 Biweekly

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 represent the knowledge, skill, and ability required. Tippecanoe County provides reasonable accommodations to qualified employees and applicants with known disabilities who require an accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

The Records Clerk for the Tippecanoe County Coroner's Office (TCCOR)is responsible for establishing and maintaining organized case files for deaths investigated by the TCCOR, securing and maintaining personal property of the deceased, acting as a liaison between necessary local, state and federal agencies with regard to records and documentation, utilizing various databases and software programs, and providing the essential support to departmental personnel.

DUTIES:

Prepares and maintains all Coroner's documentation, including maintaining files, entering decedent information into custom Coroner software to categorize, and maintaining data and statistics on each Coroner case.

Maintains and organizes case files and related documents and creates case files for deaths investigations. This includes gathering, compiling, and filing information from various agencies.

Provides evidentiary reports to law enforcement agencies, including, but not limited to, local Sheriff and Police, State Police, and FBI. Sends a monthly list of all accepted/declined Coroner cases to local law enforcement agencies.

Forwards related documents to appropriate departments as required. Maintains confidentiality of department records, information, and investigations.

Requests all scene/autopsy photos from various law enforcement agencies.

Starts cases in CoronerME. Updates investigation status in CoronerME when the investigation is complete.

Scans the entire physical case file, including but not limited to, police reports, medical records, scene and autopsy photographs, subpoenas, personal property form, death certificate, burial transit permit, MDI's notes, case narrative, correspondence with family, correspondence with funeral homes, the release of the body consent form, autopsy report, toxicology report, histology report, and expert reports and uploads to CoronerME.

Sends subpoenas for medical records and other appropriate needed records.

Completes appropriate burial transit sheets once they arrive at TCCO, makes a copy for the Tippecanoe County Health Department, and delivers these copies weekly.

Assists with preparation of necessary autopsy documents and required supplies, including labels for toxicology, case labels, filling/restocking equipment and appropriate PPE, mailing toxicology kits, and COVID test swabs. Fills out all quick reference stickers on files.

Assists with destroying bio-hazard tissue samples depending on case status.

Maintains and oversees the personal property of the deceased from the time it is collected from the decedent through when it is released to the appropriate next of kin (NOK). Documents and secures pertinent personal property of the deceased, completes related property control forms, and makes arrangements to release property to the family/next of kin. Documents, inventories, and disposes of the decedent's medications.

Sends finalized case reports along with finalized death certificates to the appropriate law enforcement agency, Indiana Violent Death Registry, hospital records department, and insurance companies as requested. Sends autopsy report, toxicology report, and the MDI's report to family/NOK as requested and directed.

Assists Coroner with other duties as assigned, including assisting with annual budget.

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED. Five years of experience working in an appropriate related field either in a private agency or with a Police Department or an equivalent combination of education and experience.

Must be at least 21 years of age.

Ability to meet all employer and department hiring requirements, including passage of a drug test and written exam.

Working knowledge of universal health precautions and bloodborne pathogens control, and ability to apply such knowledge to protect oneself against infection.

Working knowledge of standard policies, practices, Indiana Code, and legal requirements of the department and ability to apply appropriate procedures accordingly.

Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare correspondence and detailed reports as required.

Knowledge of local, state, and federal laws, codes, ordinances and procedures and ability to apply evidence collection/preservation techniques, conduct thorough investigations, and assist law enforcement agencies with case preparation.

Knowledge of basic medical terminology and concepts, particularly as related to the identification of cause of death.

Knowledge of budget administration and ability to assist with yearly budget.

Knowledge of basic accounting/bookkeeping procedures, with the ability to perform arithmetic operations and maintain accurate financial records.

Knowledge of basic filing systems and ability to create and maintain accurate and complete department files and records.

Ability to properly operate standard office equipment and software programs used by the department, such as computer/computer programs, fax machine, copier, and telephone.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to effectively communicate orally and in writing with co-workers, other County departments, various law enforcement agencies, funeral homes, insurance companies, area hospitals and nationwide hospitals, toxicology lab, township trustees, Indiana Organ Procurement Organization, State Coroner's Association, Veterans' Administration, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with distraught persons.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to provide public access to or maintain the confidentiality of department information, investigation, and records according to state requirements.

Ability to compare or observe similarities and differences in data, compile, collate, classify, analyze, and evaluate data, and make determinations based on data analyses.

Ability to work alone with minimal supervision and with others in a team environment.

Ability to work on several tasks simultaneously and work rapidly for long periods, occasionally under time pressure.

Ability to apply knowledge of people and locations, and plan and layout assigned work projects.

Ability to occasionally travel out of town for conferences, sometimes overnight.

Possession of a valid Indiana driver's license and a demonstrated safe driving record.

RESPONSIBILITY:

Incumbent performs various standard and routine duties according to department policies and procedures with work priorities determined by a formal schedule. Receives administrative or advisory direction from County Coroner and Chief Deputy Coroner. Frequently, decisions are made which are restricted only by organization-wide policies. Errors in work are primarily prevented or detected through procedural safeguards. Undetected errors could result in inconvenience to other agencies or the public.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, various law enforcement agencies, funeral homes, insurance companies, area hospitals and nationwide hospitals, toxicology lab, township trustees, Indiana Organ Procurement Organization, State Coroner's Association, Veterans' Administration, and the public to receive and give information and providing information.

Incumbent reports directly to County Coroner.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in an office environment, involving driving, sitting/walking at will, pushing/pulling objects, working in confined areas, bending, reaching, handling/grasping objects, lifting/carrying objects weighing under 50 pounds, crouching/kneeling, keyboarding, close/far vision, speaking clearly, and hearing sounds/communication.

Incumbent occasionally travels out of town for conferences, sometimes overnight.