Peoria County Birth Certificate

							POSITION:        Deputy Registrar                                   UPDATED: 5/2009
DEPARTMENT:      Vital Records                                      REVIEWED BY: BT
REPORTS TO:      Director of Health Promotion
                       & Epidemiology                               DATE APPROVED: 11/03/09
STATUS:          Non-Exempt/Health                                  GRADE:


POSITION OBJECTIVE:
To record, maintain, and issue official Peoria City/County records for birth and death according
to the rules and regulations under the Vital Records Act of the Illinois Department of Public
Health.

DIMENSIONS
Phone calls: 30-50 daily
Walk-in Clients: 20-30 daily
Hospitals: 3
Coroners Office: 1
Funeral Homes: 25 - 35
Certified death records distributed: 1600 monthly
Birth records processed: 4700 annually
Death records processed: 2600 annually
Monthly reports: 4

JOB DUTIES AND RESPONSIBILITIES:
Verifies accuracy and completeness of birth and death records by communicating with
hospitals, funeral directors, coroner’s office, veteran’s administration, social security
administration, etc.

Registers birth certificates for Peoria County, ensuring information is complete and accurate.
Files copy in vault to maintain valid record.

Prepares birth records for distribution, and runs copies for the Chief Deputy Registrar. Sends
administrative copy to other local health departments.

Communicates with birth clerks from local hospitals in acquiring information on births in Peoria
County.

Completes and verifies Peoria County home births with notarized statement (witness) of home
birth. Completes and registers actual birth certificate.

Handles adoption records ensuring records are updated and confidentially maintained as
mandated by Illinois Department of Public Health.

Prepares and transmits accurate Voluntary Acknowledgement of Paternity forms for HOPE
program.

Scans all death records into computerized record system for Peoria County.            Verifies daily
recording of record.

Monitors window, answers phone calls and refers customers to the appropriate office. Issues
certified birth and death records to clients at the window and document all daily transactions.


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Accumulates data from birth and death records (and fetal deaths) for statistical purposes
Prepares monthly statistic report of births and deaths for Peoria County Health Department staff
and distributes.

Opens and processes mail correspondence and requests relating to records.

Issues in-house administrative requests for birth records for health department programs.

Attaches and deletes I-search identification flags from birth records for abducted/missing
children. Notifies law enforcement agency if birth record is being requested of specific child.

Updates birth records with index report number issued by State and assigns designated number
for record. Inventories records and crosschecks with state index report.

Receives state affidavits and amends certificates by attaching change to birth record on file to
maintain accuracy of record.

Identifies possible forgeries of documents and reports to Chief Deputy Registrar.

Orders and maintains adequate office supplies.

Must keep abreast of changes relating to the Vital Records Act which includes familiarity with
Coroner’s Handbook, IDPH guidelines, Funeral Directors Handbook, Hospital Handbook, etc.

Assumes responsibilities of the Chief Deputy Registrar in his/her absence.

Attends in-service training and meetings as required by the Peoria County Health Department
and Illinois Department of Public Health. May participate in various committees, as needed.

All Peoria City/County Health Department employees have an emergency response role and
may be expected to respond to threats to the public's health; these may include, but are not
limited to, requirements to work longer shifts, nights or weekends, and to perform duties different
than the daily routine.

Maintains confidential personal information that must be safeguarded to prevent damage to
client’s lives or reputations. Utilizes sound judgment and caution in communications with
individuals inside and outside the Department.

Assumes responsibility for professional development and job-related competency.

Other duties as assigned.

EDUCATION, EXPERIENCE, AND OTHER JOB REQUIREMENTS:
HS Diploma or equivalent.

Must be deputized by the State Registrar and by the Public Health Administrator.

Must have personal computer skills, data entry skills, typing skills (45 WPM).

Must be familiar with office equipment (multi-line phone, typewriter, fax machine, 10-key, and
copier).



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Must have basic math skills.

Must have good telephone etiquette skills.

Must have filing skills and excellent organizational skills.

Ability to accurately accumulate and process detailed information.

Must have excellent written and oral communication skills.

Ability to maintain confidentiality.

WORKING CONDITIONS:
Worker is occasionally exposed to hostile clients.

PHYSICAL REQUIREMENTS
Ability to engage in balancing, stooping, kneeling, crouching, crawling, reaching, standing,
walking, pushing, pulling, lifting, fingering, writing, and other repetitive motions.

Occasional exertion of up to 20 pounds of force to move objects.

Vision ability must be sufficient to read and complete written and typed correspondence.

Hearing and speaking ability sufficient to carry on a conversation with other individuals in person
and over the phone.

Ability to perform tasks requiring independent knowledge in addition to procedures or
instructions provided.




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