Vital Records Team Lead

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Vital Records Team Lead

Market Range:

MR15

Approved Date:

9/9/2022 3:18:46 PM

FLSA:

Non-Exempt

EEO Code:

PROFESSIONALS

Career Level:

C4

Career Level Description:

Core Services Level 4

Job Code:

100902

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

Establishes uniformity and accountability of training opportunities to enhance and strengthen employees' performance and reinforcing existing skills and competencies. Oversight of day-to-day processes to ensure the proper and timely registration of vital record events. Establishes efficient quality assurance review procedures to mitigate errors during data collection. Ensures an effective and efficient external reporting system for timely delivery of information.

•

Identify and provide training opportunities to employees and business partners on procedures, processes, and/or systems related to vital records functions.

1

35%

•

Ensure the proper registration of births, homebirths, deaths, and fetal deaths. Evaluate registration procedures to ensure funeral home and certifier statutory compliance.

2

20%

•

Work with manager to discuss training needs. Create, review, and implement training materials. Update various applications and forms used by hospitals, midwives, and parents of children born outside of a facility.

3

15%

•

Conduct internal audits and quality assurance reviews. Responsible for the work activities of employees and ensure they are working accordance to established procedures and statutes.

4

30%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C4

Career Level Description:

Core Services Level 4

•

Works to complete tasks and achieve operational targets that impact the performance of the Work Group.

•

May require leading, delegating, and reviewing the work of other employees.

•

Responsible for making adjustments or recommending enhancements to systems or processes to solve problems or improve effectiveness of the Work Group.

•

Expected to independently propose solutions to problems for supervisor or manager review.

•

Communicates within and outside Work Group to obtain or provide information for matters of moderate importance.  Explains practices and policies to reach agreement.

•

May act as a team lead and assistant to the supervisor/manager. May delegate tasks to other team members and be responsible for the review of work product.

•

Does not have formal management responsibilities (e.g., performance management, disciplining, etc.), but may provide input to leadership in Work Group.

•

Requires advanced knowledge within a specific discipline typically gained through extensive work experience, technical training, and/or advanced education.

Qualifications

•

High school diploma or GED

•

Two years of job-related experience

•

Equivalent education and experience are accepted

•

7 Years

Experience in health, vital records and/or database maintenance

Or

•

4 Years

Experience in training vital records or equivalent functions 

Or

•

6 Months

Experience working with multifaceted teams, including Funeral Homes, Health Care Providers, Hospital Administrators, Medical Examiners, and Register of Deeds

•

·       Considerable knowledge of relevant state, laws, statutes, and regulations.

•

·       Considerable knowledge of principles and practices of the vital record registration system, NC DAVE, and other electronic systems such as SharePoint.

•

·       Considerable interpersonal skills and adaptability, and exceptional attention to detail.

•

·       Ability to collect data and perform quality assurance reviews.

•

·       Ability to identify appropriate training needs and mapping out development plans for staff and business partners.

•

·       Ability to design material to address training needs and data collection.

•

·       Ability to analyze issues and identify possible solutions, based on available information, within defined policies and operational guidelines.

•

·       Ability to exercise independent judgement, exercise discretion and maintain confidentiality, as applicable.

•

·     Ability to interact and collaborate effectively with diverse populations, internal and external to the organization, through interpersonal, written, and oral communication skills.

•

·       Excellent time management and organizational skills to operate effectively in a fast-paced, ever-changing environment.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Analysis

Examines data to grasp issues, draw conclusions, and solve problems.

Enforcing Laws, Rules & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Problem Solving

Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base, and calling on other references and resources as necessary.

Quality Assurance

Produces results or provides service that meets or exceeds organizational standards. May audit the work of others to ensure quality standards are met.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Organization

Decision Making

Communication

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X