Vital Statistics Registrar

JOB SUMMARY

The Registrar for Vital Statistics is responsible for overseeing the registration, maintenance, and issuance of birth, death and fetal death records in accordance with Ohio Revised Code (ORC) Chapter 3705, and regulations set forth by the Ohio Department of Health (ODH). This position ensures full compliance with state and federal standards for vital recordkeeping using both the Integrated Perinatal Health System (IPHS) and the Ohio Vital Records System (OVRS). The Registrar works closely with the public, hospitals, funeral home personnel, physicians and state agencies.

EDUCATION & QUALIFICATIONS

· High school diploma or GED required

· Minimum of 3 years of experience in administration, data entry, records management, vital statistics or closely related field

· Must be an Ohio Notary Public or obtain notary commission within six (6) months of hire

· Must meet eligibility requirements for appointment as Registrar per ORC 3705 and complete all required training and certifications

ESSENTIAL FUNCTIONS

· Serves as the official local registrar for birth and death records

· Maintains compliance with all ODHVS procedures, rules and ORC related to vital records

· Reviews, verifies, and processes vital records for accuracy and completeness

· Register and process all vital records (births, deaths, fetal deaths) occurring within the jurisdiction in accordance with ODH and ORC 3705 guidelines

· Issues certified copies of birth and death certificates to the public in accordance with established guidelines

· Ensures confidentiality and secure handling of sensitive personal information and state-issued security paper

· Responds to in-person, phone, mail and email inquiries and requests for records in a professional manner

· Greets and assists clients, funeral home staff, and medical professionals in a courteous and knowledgeable way

· Screens mail and phone requests for completeness and eligibility

· Enters, updates, and retrieves data in the statewide electronic vital records system

· Maintains accurate office records, logs and reports

· Ensure proper record retention, destruction, and archiving in line with state records retention schedule

· Operates office equipment such as register, scanner, seal embosser, and MARCS radio

· Collects and processes payments for services and maintains financial records as required

· Monitor and reconcile daily cash collections, process financial transactions, and prepare reports as required

· Coordinates with the ODHVS Office on data reporting, record corrections, and procedural updates

· Assists with management and safekeeping of official documents and forms

· Works closely with hospitals, physicians, funeral directors, and coroner's office regarding death reporting and registration process

Participates in agency disaster preparedness activities; may be required to report for work outside normal working hours during an emergency; available 24/7 for consultation related to bioterrorism/public health emergencies; meets all as outlined by the position's Supervisor; completes other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Strong knowledge of OVRS, IPHS, and Ohio laws and regulations governing vital records, understanding of legal standards for birth and death registration, including amendments and corrections, high attention to detail, with the ability to interpret and apply policies and legal requirements, excellent interpersonal and customer service skills, strong computer and data entry skills, ability to maintain confidentiality and handle sensitive information responsibly, problem solving skills, ability to work independently and collaboratively, and ability to interact professionally with the public, hospitals, funeral homes and legal entities.

This job requires proficiency of computers skills including Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Reader, e-mail, electronic calendar, and internet research; ability to compile, consolidate and summarize information; exceptional knowledge and use of English grammar, spelling, written format and punctuation; effective verbal and written communication skills; ability to work independently and as part of a team both in a dependable manner; knowledge of community resources; be able to effusively deal with stress; ability to learn and use a computer and web-based reporting program for completing on-line reports; ability to establish and maintain effective working relationships with other agency and organization representatives; knowledge and skills associated with detailed recordkeeping and reporting procedures; ability to meet multiple deadlines, excellent organizational skills, and adhere to confidentiality requirements.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.

· Frequently required to sit, stand, walk, talk, write, listen and read in English.

· The employee may infrequently be required to climb, balance, stoop, kneel, crouch or crawl, reach with hands and arms, lift and/or move up to 25 pounds.

· Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.

· The noise level of the office is moderate. May occasionally be in environments with high noise levels.

· Involves travel by automobile to attend meetings with state agencies and community partners. Must have current driver's license valid in the state of Ohio and access to a personal automobile.

ORGANIZATION OVERVIEW

The Clark County Combined Health District (CCCHD) protects and promotes the health of citizens and the environment through the efforts of dedicated and skilled employees and application of sound public health principles. Our role is to identify community health problems; diagnose and investigate health problems and health hazards in the community; and enforce laws and regulations that protect health and ensure safety. CCCHD offers a relaxed, positive, and friendly work environment. Some positions may offer remote working as an option. The work of equity, diversity and inclusion is the work of Public Health. We are committed to a future that is free of health inequities, that promotes the highest level of wellness for the communities we serve, and a diverse and inclusive public health workforce that embodies humility, respect, leadership and service on behalf of, and with, the diverse communities we are privileged to serve.

Job Type: Full-time

Pay: From $15.85 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person