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Unit Records and Data Management Clerk-Cheyenne

Company: State of Wyoming
Location: Cheyenne
Posted on: June 6, 2021

Job Description:

BARD05-2021-00776-Certification Unit Records and Data Management Clerk-Cheyenne Print (Apply BARD05-2021-00776-Certification Unit Records and Data Management Clerk-Cheyenne Salary $15.01 - $19.34 HourlyLocation Cheyenne, WYJob TypeFull TimeDepartment048-Director's Office - Vital Statistics ServicesJob Number2021-00776Description Benefits Questions Description and FunctionsOpen Until FilledGENERAL DESCRIPTION: The Wyoming Department of Health is seeking qualified applicants for a Certification Unit Records and Data Management Clerk. The individual in this position shares the duties to counsel customers both on the telephone and in-person on the proper procedures for requesting certified copies of birth, death, marriage, and divorce vital records. It also shares the responsibility for advising customers regarding Wyoming State laws and proper policies and procedures when filing for these vital records. While maintaining a focus on customer service, this position must also courteously respond to inquiries regarding the status of requested information mailed to the Vital Statistics Services (VSS) Office. For customers who visit the VSS in person, this position shares the duties to provide the requested services, instructions, or information for obtaining vital record certificates. In support of customers, the position also is required to print requested certificates, receive payment, create a receipt, and account for the funds received. Each request received, or certificate filed in Vital Records must be treated as confidential and maintained in an environment of security and confidentiality; additionally, each request must be opened, read, scrutinized, checked for accuracy, and responded to in a timely professional manner. Each payment for these services must be recorded, deposited, tracked, and ultimately reconciled with certificate requests. The focus is on 100% accurate, professional customer service, therefore this position requires an unwavering commitment to attention to detail.Human Resource Contact: 307-777-6057ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.This position shares the responsibility for receiving telephone inquiries. It requires complete knowledge of the certificate request process. Interpersonal communication skills are required to respond to telephone inquiries professionally, promptly, and accurately in order to assist customers adequately.Processing of Mail:Opening, analyzing, and initiating the process to determine eligibility to obtain records and if information, identification, fee, and signature are correct. Receipt fees and process the issuance of certified copy or verification, again analyzing to determine all requirements are met for the issuance of that record.Check certificate which has been processed against the request and the receipt, attach overlay to certified copies of birth certificates and mail record after determining that any self-addressed envelope is correctly addressed.Process correspondence regarding requests that could not be fulfilled due to not meeting our requirements.File correspondence.Counter Customers:Shares responsibility as primary contact for Vital Statistics Services (VSS) Office by greeting and screening visitors to determine and evaluate their needs, including requests for certified copies.Greet and determine the needs of counter customers.Determine if they are eligible to obtain records or information they are requesting.Determine eligibility based on knowledge of State Statutes and VRS Rules and Regulations.Locate record and process certified copy, attach overlay security film, and receipt the fee.File applications.Balancing funds, Running reports:Ensures subsidiary systems, counter receipts, cash, and credit card charges reconcile.Investigate and correct discrepancies.Prepares and interprets financial reports.Other duties including but not limited to:Box new birth and death certificates as needed.Twice a year, scanning of all correspondence and requests for those records issued by the office.Ensure all records are accounted for by checking for missing certificate numbers or pull slips in the box.Photocopy multi-page certificates and give them to correction clerk to update electronic system.Mark deceased information on paper records that have not been marked prior to 2009 after carefully determining that it is the correct certificate based on computer listing provided to the group.When needed, process the death records ordered electronically through the VSS system.Duties shall include but are not limited to processing the death records ordered electronically through the VSS filing system.QualificationsPREFERENCES: Preference may be given to individuals who have 2 to 3 years of experience in customer service. Preference may be given to individuals who have knowledge of basic records-keeping principles, basic accounting principles, and the ability to communicate well with the public.KNOWLEDGE: Ability to maintain confidential information.Ability to be a team player. Must have a track record of working with and supporting others to accomplish organizational goals.Ability to o relay and have an understanding and adherence to guidelines and program objectives.Knowledge of Wyoming vital records statutes, rules and regulations, and the public health program.Be familiar with various types of database files and their uses.Skills in financial management and accounting; knowledge and experience of accounting procedures and reconciling daily accounts.Skills in oral and written communication.Ability to follow specific instructions and processes.Understand computer technology, computer software, hardware, internet transmission, and a familiarity with various media storage formats and equipment.Demonstrate proficiency in Word, Excel, and PowerPoint.MINIMUM QUALIFICATIONS:Education:Associate's Degree (typically in Records or Data Management)Experience:0-1 year of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management TechnicianOREducation & Experience Substitution:2-4 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management TechnicianCertificates, Licenses, Registrations:NoneNecessary Special RequirementsPHYSICAL WORKING CONDITIONS:Work is performed in a typical office environment.NOTES: FLSA: Non-exempt.A background information check, including taking of fingerprints, will be completed through the Wyoming Division of Criminal Investigation, the Wyoming Department of Family Services, and the Federal Bureau of Investigation for every successful applicant.Supplemental Information048-Wyoming Department of Health - Director's Office - Vital Statistics Services Certification UnitClick here (to view the State of Wyoming Classification and Pay Structure.URL: State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces and clean air, great recreational opportunities, and no State income tax to mention a few! In addition, the State of Wyoming offers State employees a very generous benefits package. Please click here (for more information on the State of Wyoming employee benefits.For additional information on living in the state of Wyoming please click here (.

Keywords: State of Wyoming, Cheyenne , Unit Records and Data Management Clerk-Cheyenne, Other , Cheyenne, Wyoming

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