• Job Description

  Req#: 4600931

  Under immediate supervision, to receive on the job training in the recordation of births, fetal deaths and deaths occurring in Santa Clara County. This includes reviewing; determining acceptability and archiving birth and death certificates for such events occurring in Santa Clara County; issuing permits; assisting and advising the public, funeral homes, and hospital staff; and issuing certified copies of birth and death certificates.

  
  

  This recruitment may include a written examination, the exam would be conducted online. You will be sent test information via the email address attached to your application during the week of October 8th.

  • Reviews and processes requests for certified copies of birth, death and fetal death certificates;
    
  • Reviews and issues permits for final disposition of human remains;
    
  • Transmits certificates to the State Registrar's office;
    
  • Generates list of deceased persons for distribution to County agencies and other privates offices on a biweekly basis;
    
  • Acts as an information source to the general public, funeral directors, medical records personnel, Office of the Medical Examiner – Coroner on a variety of vital records matters;
    
  • Performs general clerical work in support of Vital Records;
    
  • Reviews, processes and registers birth certificates; returns unacceptable birth certificates to hospital with explanation of requirements; registers and enters completed birth certificate data into computerized system; Prepares, reviews and distributes a variety of reports, letters, forms and other documents; forwards to appropriate office;
    
  • Cross-matches death certificates for deaths occurring in other counties;
    
  • Distributes new or modified laws and regulations regarding birth and death registration to funeral directors, hospitals, medical records, and nurse midwives as necessary;
    
  • Processes birth and death certificates amendments and birth sealing notices;
    
  • Notifies the Office of the Medical Examiner – Coroner's of all reportable cases;
    
  • Researches and resolves questions relating to death and birth certificates, notifiable diseases, with the State Registrar's Office, and state and local County departments, hospitals, clinics and mortuaries;
    
  • Reviews, processes and registers death certificates and permits for disposition of human remains; returning incomplete and/or unacceptable certificates for correction and/or completion; issues permits to funeral directors; and enters completed certificates data, and enter into computerized system;
    
  • Processes birth and death certificates amendments and birth sealing notices;
    
  • Prepares, reviews and distributes a variety of reports, letters, forms and other documents; forwards to appropriate office;
    
  • May be assigned as a Disaster Service Worker, as required;
    
  • Performs related work as required.

  Sufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities.
  
  Training and Experience Note: The knowledge and abilities required to perform this function are attained through training and experience equivalent to the possession of a high school diploma and two (2) years work experience performing a wide variety of clerical duties, or one (1) year work experience equivalent to that of a Santa Clara County Office Specialist II.
  
  Knowledge of:

  • Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of correspondence and reports;
    
  • Modern office practices and procedures and standard office machines;
    
  • Correct English grammar and usage in verbal and written communication;
    
  • Common computer applications;
    
  • Customer service principles, which include interacting with distressed or irate people;
    
  • Basic mathematics to perform simple calculations and statistical reports;
    
  • Telephone procedures and etiquette;
    
  • Indexing and filing systems.

  Ability to:
  

  • Follow and understand oral and written instructions and pay close attention to detail;
    
  • Learn to research government codes, County policy, and other references;
    
  • Learn to interpret and apply specific laws and ordinances in making decisions to register various documents in Vital Records;
    
  • Calculate fees, receive payment, input into computer system, perform preliminary reconciliation of cash and checks to receipts;
    
  • Reason deductively and ask appropriate follow – up questions in order to understand customer requests, produce correct document, and resolve related customer issues;
    
  • Work under stress and pressure, prioritize effectively, and perform multiple tasks with accuracy;
    
  • Prepare concise reports;
    
  • Use a keyboard with moderate speed and a high level of accuracy.

• About the company

  Official website of the County of Santa Clara, providing useful information and valuable resources to County residents.

Notice