Deputy Registrar/Finance Assistant #129Spokane Regional Human Resources
Deputy Registrar/Finance Assistant
Full time opening in Administration
Purpose: Perform duties of Deputy Registrar under general supervision of Program Manager and Division Director and under guidelines established by State RCW’s and WAC’s per Washington State Center for Health Statistics, Center for Disease Control, Spokane Regional Health District Health Officer and Washington State law, this position provides independent advanced administrative duties to assure that accurate information is provided to the public, and that complete and accurate information is collected for issuance of burial transit permits and that certified copies of birth and death certificates are issued to appropriate clients. Assists the public with requirements on processing corrections to birth and death certificates, completion of paternity affidavits and burial transit permit requirements for transporting human remains within and outside of Washington State and Internationally.
Performs accurate cashiering work with receiving, posting and accounting for money. Must maintain the utmost professional customer service at all times to all customers. A variety of multiple and specialized tasks are performed within well-defined procedures and is reviewed regularly for accuracy, adherence to established policies and procedures, quality and thoroughness. Assistance is available from the supervisor.
Provides direct counter customer service which includes issuing birth and death certificates and providing technical information about Vital Records and other agency programs.
Vital records topics include passport information, paternity affidavits, paternity determination, home births, delayed birth registrations, name changes, correction affidavits, obtaining birth or death certificates from other states or countries, adoptions (foreign and domestic) and genealogy research.
Must know requirements to properly inform clients on correcting information on either a birth or death certificate.
Utilize Washington Health and Life Events System (WHALES) to process the information correctly, issue certified records if the release of these records complies and meets with applicable laws and appropriate tracking of security paper issued by DOH.
Approve death and fetal death certificates after careful screening to assure that they are complete and accurate, and that an acceptable cause of death per the CDC has been reported before a burial transit permit is issued.
Coordinate with Funeral Directors, Medical Examiner and/or the physician for a true and accurate completion of death certificate.
Assure that appropriate cases are referred to the Medical Examiner to prevent final disposition without proper investigation when the cause of death could be an accident, suicide or homicide.
Utilize the State’s Electronic Death Registration System (EDRS) to register Spokane County death certificates and hard paper copy death certificates in certain circumstances.
Process SRHD internet and VitalChek orders for birth and death certificates utilizing VitalChek and GoDaddy.
Balance daily web orders to deposit.
Process mail-in and phone orders for birth and death certificates.
Respond to general correspondence related to vital records via the telephone, mail and/or walk-ins.
Compile reports and submit to appropriate individuals on a weekly and monthly basis to CDC, Medical Examiner, County, and DOH.
Recognize that registering birth and death certificates and issuing certified copies is a critical service in an emergency or mass fatality event. This means available staff will need to report for work even when other agency staff may be excused.
When a physician refuses to certify the death certificate, consult with the Medical Examiner to obtain the medical history and information pertaining to the death of the decedent and provide that information to the Health Officer as the certifying physician on the death certificate.
Preserves confidentiality and integrity of sensitive records.
Process payments received in person, over the phone, over the internet and/or through the mail for all programs within the agency utilizing NetSmart (myEvolv), GP, VitalChek and GoDaddy.
Process vouchers/invoices for EPH food worker cards on a weekly basis.
Invoices and posts payments into the SRHD accounting system for multiple agency programs.
Verifies and calculates amounts due, verifying proper identification and/or completion of forms, watching for counterfeit money and unacceptable checks, making change, and issuing proper receipts for all agency programs.
Balances cash registers and prepares summary reports daily. Runs check and batch totals; prepares machine tapes for payments which require special handling. Then prepares daily bank deposit slip and ensures the deposit balances with payments posted in a multiple of different systems and GP.
Delivers deposit daily to the agency’s bank.
Prepares refund requisitions and other cashier report forms, statements and schedules to internal staff and clients.
Performs general/routine billing for multiple programs in the agency utilizing ProviderOne, OneHealthPort, and NetSmart (myEvolv).
Queries for client eligibility and works/processes denials received on remittance advices.
Maintains spreadsheets for various agency programs to assist in client data tracking and grant eligibility tracking for clients.
Maintain compliance with HIPAA requirements to safeguard medical information and privacy.
Sort, process and handle agency incoming mail.
Process program outgoing mail.
Scanning records into docuware.
Performs central reception work in terms of walk in customers and phones when the customer is uncertain who to contact via the automated phone triage and presses zero to reach the operator.
Maintain current knowledge of agency programs and health related community services to facilitate proper referral of clients and callers.
Must also maintain current knowledge of programs and services provided by building tenants.
Required Minimum Qualifications:
High School graduation/GED or equivalent.
Two years advanced administrative experience, including one-year related experience; accounts receivable, cash receipting, customer service, experience with client based software preferred.
MMR (Measles, Mumps, Rubella)
Tdap (Tetanus, Diphtheria, Pertussis)
Varicella (Chicken Pox)
Knowledge, Skills and Abilities:
Ability to proofread documents in critical detail.
Ability to maintain good working relationships with clients, co-workers and community partners.
Ability to maintain knowledge of utilizing a multitude of various and different programs required by different agencies.
Knowledge of Microsoft Office or similar programs.
Strong ability to learn, understand and use Spokane Regional Health District computer programs.
Accurate keyboarding and ten key skills.
Skills in organizing, prioritizing and handling multiple tasks simultaneously.
Ability to work regularly with diverse clientele.
Work under pressure while maintaining professional customer service to all clients including ability to deescalate high stress situations.
Organize and present information and ideas clearly both orally and in writing.
Ability to perform duties with close attention to detail and high degree of accuracy.
Responsible for accurate financial transactions.
Ability to prioritize and keep track of multiple, sometimes concurrent tasks.
Ability to utilize and maintain computer spreadsheets and databases.
Indoors, sedentary with 48 hrs./day sitting or standing
6-7 hrs./day typing/keyboarding
Communication skills to interact effectively with people
Comprehend and process verbal communication
Visual acuity to read small print
Must be able to bend, twist and stoop, and lift/carry up to 20 lbs. on an occasional basis
Ability to type, file and complete forms with or without accommodation
Ability to operate a vehicle or otherwise access multiple sites in a timely manner