Local Deputy Registrar Vital Records Program (TLTSDA)

Public Health Seattle & King County Vital Records Program is seeking two (2) term-limited temporary (TLT) or Special Duty (SDA) Customer Service Specialist IIIs (Local Deputy Registrar) to join its team. The Local Deputy Registrar is involved in a variety of detailed tasks and functions in support of issuing birth and death certificates. The program is fast-paced generating a significant volume of work on a daily basis. Customers are engaged with face-to-face by telephone via mail as well as through web-based resources. Customer Service Specialists are required to adhere to State and local regulations policies and procedures governing the maintenance integrity and release of vital records. There are no telework opportunities for this position.

Essential to this position is the ability to work in a stressful fast-paced environment with frequent interruptions without the loss of efficiency and accuracy. This position is part of a team of Customer Service Specialists who are cross trained to fill in for others as needed. The Vital Records Program is in the East Lobby of the King County Customer Service Center on the 2nd floor in King Street Center.

Temporary opportunity. Term-Limited Temporary (TLT) positions are at-will positions but are eligible for benefits. This TLT is currently anticipated to last up to 12 months. However funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels. As a result the end date of this position may be adjusted based on those decisions. The County and the Department continue to work to secure long term funding sources.

This vacancy can also be filled as a Special Duty opportunity. For Special Duty Assignment interest you must be a Career Service Career Service Exempt or other regular (non-temporary) employee in King County who has completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.

Note:This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months.

Commitment To Equity and Social Justice

Named after Dr. Martin Luther King Jr. one of the most influential civil rights leaders in our nations history King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.

The county government has a deep commitment to equity and social justice and advancing practices strategies and policies that promote fairness justice and opportunity for all in our workplaces and our communities. With this commitment King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights opportunities and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020 King County and Public Health committed to being intentionally anti-racist and accountable to Black Indigenous and People of Color communities.

To learn more please visit Schedule

Typical work schedule is Monday through Friday from 8:00 am to 4:45 pm. This is a non-exempt position and is subject to the provisions of the Fair Labor Standards Act and is eligible overtime.

Work Location

This position will be based at the King Street Customer Service Center located at 201 S Jackson St Seattle WA 98104.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

• Provide expertise on the New Model Law for Vital Records customers.
• Issue and sell birth and death certificates using database systems point-of-sale technology (POS) microfiche micro cards and archived book and ledger records while ensuring compliance with State and local regulations policies and procedures governing those documents.
• Register all King County deaths according to Revised Code of Washington.
• Manage invoice orders in Sensitive Information Management System (SIMS) for Funeral Homes SSA Police Departments and other agencies.
• Backup purchasing and procuring goods and services.
• Perform end-of-day closing activities.
• Perform daily POS closing activities preparing reports and deposits for accounting services according to cash handling policies and procedures.
• Backup incoming and outgoing mail addressing quality assurance and ensuring accountability.
• Provide customer service by fulfilling orders and responding quickly and efficiently to all customer questions and concerns. Engage in troubleshooting to respond to inquiries and work to solve problems while ensuring compliance with established policies and procedures.
• Follow-up with customers when clarification is warranted.
• Assist funeral directors and families with requests for disposition review.
• Respond to potentially sensitive and volatile situations regarding medical examiner cases and vital records customer inquiries. Work effectively with the public utilizing problem-solving skills to manage situations and deal with people who may be distraught angry and/or grieving. Diffuse potentially volatile situations.
• Process over the counter and mail order fees using a POS system following established public health cash handling and accounting procedures. Issue receipts balance checks and cash with orders and assist in daily register closeout procedures.
• Perform data entry into a variety of logs and spreadsheets.

Our ideal candidate will demonstrate the following (Minimum):

• Regular and reliable attendance and punctuality are essential for this position.
• Demonstrates experience in delivering exceptional customer service.
• Demonstrates a high level attention to details.
• Demonstrates ability to work effectively in a stressful fast-paced work environment with competing demands and frequent interruptions while adapting to rapidly changing circumstances.
• Demonstrates ability to communicate professionally with regard to culturally appropriate consistently respectful and non-judgmental manner to a wide variety of audiences including people who have experienced direct or indirect traumas.
• Demonstrates ability to handle difficult situations with confidentiality discretion and diplomacy while protecting private and sensitive client information.
• Demonstrates ability to process a large volume of customer orders received through various means while adhering to regulations policies and procedures governing the release of those records.
• Demonstrates efficiency as a member of a team or independently.
• Demonstrates ability to adhere to standard office principles and practices program-specific requirements and to engage in positive conflict resolution techniques.
• Demonstrates a high competency in a Windows environment.
• Demonstrates ability to operate other standard office equipment such as copiers fax scanners and multi-line telephones.
• Proficiency in math and basic accounting procedures.
• Ability to solve problems in a positive constructive manner and to maintain professionalism with customers and staff.
• Demonstrates ability to move items weighing up to 20 pounds and to repeatedly sit stand bend and stoop frequently throughout the day.

The most competitive applicants will have the following experiences and qualifications (Desired):

• Worked with accessing legal documents to identify if they qualify for the release of the requested certificate.
• Previous experience in medical records vital records offices patient registration medical examiners offices and birth registration.

Forbes named King County as one of Washington States best employers.

If you have questions or would like more information about the application process please contact Salyse Duckworth HR Analyst at.

Necessary Special Requirements

Union Membership

This position is represented by the PROTEC17 labor union.