Deputy Registrar

Do you have knowledge of relevant Washington Administrative Codes (WAC’s) and Revised Codes of Washington (RCW’s) and experience providing training on proper completion of Vital Records Forms and applications? Are you detail oriented and able to manage multiple priorities?

The Vital Records Program within the Administration Division is recruiting for a Regular, Full-time (1.0 FTE) Deputy Registrar.

Some of what you’ll do:
Register, amend, process, issue and certify all birth, death and fetal death records pursuant to WAC’s, RCW’s, local laws and instruction of the State Registrar.

Work at both the main health department building as well as the Pierce County Annex handling phones, in person customers, issuance of certificate orders, cashiering, and Point of Sale.

Process burial transit permits, end of month billing, end of day processing, balancing, baby book issuance and process.

Scan and dispose of variety of office forms, records and files.

Input and reconciliation of daily billing.

Create and maintain a variety of vital records forms.

Provide training on proper completion of Vital Records Forms and applications to funeral directors, doctors, attorneys, medical records personnel and the general public.

Issue certificate requests for counter, phone, fax, mail and internet customers.

Analyze, investigate and respond to customer complaints using strong problem-solving and de-escalation skills; escalates to Senior Deputy Registrar as needed

Utilize knowledge of the Washington Health and Life Events System (WHALES) certificate issuing system to provide training and proper completion.

Click here for a detailed Classification Specification.

What you bring to the table

Communicates effectively, clearly and concisely, asks questions designed to deepen understanding, listens effectively; clarifies information as needed, and responds to others as appropriate.

Makes clear and effective oral presentations to individuals and groups, and utilizes effective platform presentation skills supported by appropriate visual aids.

Communicates effectively, clearly and concisely in writing. Develops and/or translates complex professional information into understandable messages and talking points for technical and nontechnical audiences. Reads or scans written materials to discern key facts.

Understands and can identify the dynamics of conflict; anticipates and seeks to resolve confrontations, disagreements, and complaints in a constructive manner. Demonstrates ability to work with diverse viewpoints toward a common goal.

Demonstrates proper use of available technologies, including e-mail, voice mail, and computer software and makes appropriate use of available technology to communicate and process work.

Demonstrates ability to access and research appropriate resources on the Internet.

Demonstrates knowledge of the role that culture plays in communication and is able to interact sensitively, effectively, and professionally with persons from diverse cultural, socioeconomic, educational, and professional backgrounds.

Identifies and analyzes problems, weighing the relevance and accuracy of information, generates and evaluates alternative solutions before making a recommendation.

Understands and applies basic concepts of quality management and improvement.

Focuses efforts on discovering and meeting the needs and expectations of customer: the public we serve, vendors, community and stakeholders. Seeks to improve the quality of services, products, and processes. Shows appropriate cultural awareness and sensitivity.

Manages time efficiently and takes responsibility for outcomes of assigned tasks. Displays initiative and works persistently toward the Programs goals. Demonstrates self-confidence and invests in self-development.

Displays high standards of conduct and understands the impact of violating these standards on the Department, self and others. Behaves appropriately and honestly in all situations.

Is open to change, adapts to shifting circumstances or unexpected obstacles. Demonstrates the ability to prioritize and manage multiple tasks. Stays calm and maintains focus in turbulent situations. Makes rational decisions and continues to perform effectively.

Deals effectively with pressure. Remains active and commits to implementing change, despite challenges, recovers quickly from setbacks.

Participates productively as a team member or team leader. Facilitates cooperation, open communication and consensus among individuals and groups.

Understands and properly follows established procedures in preventing and responding to unsafe situations.

Manages one’s own time to promote efficiency in the completion of work activities; supports employee efforts to prioritize tasks during heavy work periods.

Collaborates with internal programs to develop verbiage and post updates and information on vital records webpage and social media platforms; utilizes clear and effective communication.

Ability to foster inclusivity and create a culture of continuous engagement and willingness to learn.

Who should apply

An Associate’s Degree in business, office management or related field; and three years of progressively responsible experience providing customer service and office support requiring the application and interpretation of governmental procedures, codes and laws; Or an equivalent combination of education, training and experience.

Fluency in Spanish, Russian, Korean, American Sign Language, Tagalog, Vietnamese, Cambodian, Mandarin/Cantonese is desirable.

Working Conditions & Physical Requirements

Work Setting:
Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments. The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.

Your office will be set up to provide personal safety, including social distancing, screening, sanitation, disinfection, and masks.

Physical Demands:
Work involves special physical demands such as lifting and carrying 25 – 50 lbs. May be asked to accept deliveries and move boxes to receiving area.

Tools and Equipment:
Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Travel:
Some travel is required, and is typically local or regional, to meet with clients, conduct business, or attend or provide training.

Emergencies:
When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.