POSITION DESCRIPTION
COUNTY OF WHITE, INDIANA
POSITION:                           Office Manager/Vital Records Registrar DEPARTMENT:                  
HealthWORK SCHEDULE:          8:00 a.m. – 4:00 p.m., M-F
JOB CATEGORY:              COMOT (Computer, Office Machine Operation, Technician)    

DATE WRITTEN:  March 2015                             STATUS:  Full-time
DATE REVISED:                                                        FLSA STATUS:  Non-exempt    

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

     Incumbent serves as Office Manager/Vital Records Registrar for the White County Health Department, responsible for overseeing office operations and ensuring proper filing, preservation, and certification of vital records for the County.    

DUTIES:    

Prepares, records, and preserves vital records according to Indiana State Department of Health (ISDH) guidelines, ensuring proper processing and filing of all vital records, transferring records and compiling required reports, and working with ISDH personnel/officials to coordinate services and resolve problems with procedures and individual records.   

  Supervises assigned staff, including maintaining appropriate staffing levels, interviewing and hiring job candidates, providing orientation and training for new hires, administering personnel policies and/or programs, making work assignments, reviewing position responsibilities on a regular basis, establishing goals/standards, informing staff of organizational developments, conducting job performance evaluations, making personnel and salary recommendations, and initiating disciplinary action as warranted.    

Attends staff meetings, quarterly Health Board meetings, and County Council/Commissioners meetings as necessary.    

Assists Health Officer and Local Board of Health with developing policies/procedures.    

Prepares and submits yearly budget to appropriate departments and prepares State budgets for trust account, Bio-Terrorism, Health Maintenance.  Oversees and distributes state and local funds.     

Answers telephone and assists office visitors, responding to inquiries, providing information and assistance, taking messages, and/or directing caller to appropriate individual or department.    

Registers all White County births and deaths, records home births, issues certified birth/death certificates, and ensures all records are proofed and sent to ISDH.    

Processes affidavits of amendments/corrections, legal name changes, gender reassignments, adoptions, and paternity as required by Court orders.    

Communicates with funeral homes, nursing homes, hospitals and the public, providing forms, troubleshooting problems, and responding to questions/concerns.    

Reports birth and death data to Indiana State Department of Health (ISDH) as required.   Supplies funeral homes, nursing homes, hospitals and other agencies with Burial Transit Permits.     

Responds to mail requests and submits vital records documents and/or verification forms to government departments and other requesting agencies.      
Performs office bookkeeping and accounting functions, prepares and submits claims, collects and accounts for daily monetary receipts, makes deposits, and accounts for all Department cash, including petty cash.  Balances Health Department books with Auditor’s books on a monthly basis.     

Prepares and processes payroll and submits to County Auditor on a biweekly basis.    

Performs general clerical duties, including, but not limited to, data entry, preparing correspondence, letters, and applications, picking up and distributing mail, and maintaining/ordering office supplies.    

Assists other department staff as needed.    

Maintains current knowledge of laws involving birth, death, paternities, and amendments and periodically attends meetings/seminars.    

Performs genealogy searches as requested.      

Performs related duties as assigned.    

I.   JOB REQUIREMENTS AND DIFFICULTY OF WORK:    
High school diploma or GED.
      
Thorough knowledge of and ability to make practical application of standard policies and practices of the White County Health Department.
          
Thorough knowledge of legal requirements and proper procedures for processing, filing, certifying, and releasing vital records information, with ability to assure proper maintenance of Department files, apply and interpret procedures, and complete additional training seminars as required.    

Working knowledge of standard office procedures and Department computer programs, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.    

Working knowledge of and ability to make practical application of basic accounting and bookkeeping practices and principles.   Working knowledge of and demonstrated ability in budget administration.    

Working knowledge of grant administration and ability to effectively prepare grant applications, compile required reports, and ensure compliance with grant/funding requirements.     

Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare correspondence, documents, and detailed written reports.   Knowledge of standard filing systems and ability to create and maintain Department records/files.     

Ability to operate standard office equipment, such as computer, typewriter, calculator, transcriber/Dictaphone, telephone, fax machine, copier, microfilm reader, scanner, and shredder.    

Ability to supervise personnel, including maintaining appropriate staffing levels, interviewing and hiring job candidates, providing orientation and training for new hires, administering personnel policies and/or programs, making work assignments, reviewing position responsibilities on a regular basis, establishing goals/standards, informing staff of organizational developments, conducting job performance evaluations, making personnel and salary recommendations, and initiating disciplinary action.    

Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.    

Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.    

Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.    

Ability to competently serve the public with diplomacy and respect, including occasional encounters with difficult/distraught persons.    

Ability to understand, memorize, retain, and carry out oral and written instructions and present findings in oral or written form.     

Ability to compile, compare, classify and analyze data and make determinations based on data analysis.    

Ability to add, subtract, multiply, divide, and calculate decimals and percentages.    

Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions, interruptions, and time constraints, and on several tasks at the same time.     

Ability to apply knowledge of people and locations, plan/layout work projects, and manage time and resources effectively.  

II.   RESPONSIBILITY:   
  Incumbent performs duties according standard Department policies and practices with work priorities and schedules primarily determined by service needs of the public.  Incumbent receives advisory direction from Health Officer and develops own objectives for areas of responsibility. Incumbent establishes departmental policies, procedures, and performance standards and regularly makes decisions in the absence of policy.  Errors in incumbent’s work are primarily detected or prevented through procedural safeguards.  Undetected errors could result in loss of money to the department.    

III.   PERSONAL WORK RELATIONSHIPS:    
  Incumbent maintains frequent contact with co-workers, other County departments, and the public for purposes of maintaining cooperative work relationships, providing/requesting/verifying information, resolving problems, and providing mentoring/guidance.   Incumbent reports directly to Health Officer.    
IV.   PHYSICAL EFFORT AND WORK ENVIRONMENT:    
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, keyboarding, lifting/carrying/pushing/pulling objects, bending, stooping, crouching/kneeling, reaching, handling/grasping/fingering objects, close/far vision, color/depth perception, hearing sounds/communication, and speaking clearly.  Incumbent maintains frequent contact with the public and may be exposed to difficult/agitated persons.       
APPLICANT/EMPLOYEE ACKNOWLEDGMENT   
  The job description for the position of Office Manager/Vital Records Registrar for the White County Health Department describes the duties and responsibilities for employment in this position.  I acknowledge that I have received this job description, and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.    

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes_____ No_____ 

      ________________________________________                            ______________________   
        Applicant/Employee Signature                                                           Date               
     
        ________________________________________    
                     Print or Type Name

Title:    Office Manager/Vital Records Registrar Health Department    
Factors:     COMOT        
Status:  Full Time    
FLSA Status:  Non-exempt    
Written:  March 2015    
Revised:      
Incumbent:      Linda Taff    
Network:  White County    
File:   Health/Registrar  

POSITION DESCRITIONCOUNTY OF WHITE, INDIANA  
POSITION:                           Building and Planning/Zoning Assistant 
DEPARTMENT:                   Area Plan 
WORK SCHEDULE:            8:00 a.m. – 4:00 p.m., M-FJOB 
CATEGORY:                        COMOT (Computer, Office Machine Operation, Technician)  
DATE WRITTEN:  February 2015                                   
STATUS:  Full-timeDATE REVISED:                                                                 FLSA STATUS:  Non-exempt  

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  White County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.  

Incumbent serves as Building and Planning/Zoning Assistant for the White County Building and Area Plan department, responsible for providing administrative support to Department staff and assisting the public.

DUTIES:    
Maintains calendar for Executive Director and Building Inspector.      

Answers telephone and greets office visitors, providing information and assistance on planning and building related matters regarding zoning, land use, and current private and public building/development projects.    

Maintains department files and organizes historical computer records.    

Processes applications, prepares records and assists in evaluation of rezones, special exceptions, variances, ordinance amendments, and floodplain data on properties and other proposals.    

Prepares and distributes agendas, Board member packets, and supplemental materials for White County Area Plan Commission and Board of Zoning Appeals.    

Investigates and analyzes property ownership, and zoning histories, including gathering and consolidating data from public records to assist in development if written staff reports in support of applications for board actions.    

Reviews and proofreads Executive Directors correspondence and memos.   Processes applications and issues improvement location permits, temporary use permits, building permits, and certificates of occupancy.  

Provides signature for permits.   Reads, interprets, and understands blueprints and construction drawings. Issues street addresses for new construction.    

Utilizes GIS to locate parcels, generate site plans, identify adjoining property owners, analyze special conditions on parcels pertaining to development, confirming or assigning addressing on properties, viewing floodplain status, measuring lot coverage, obtaining zoning on parcel, and obtaining property records card.    

Prepares public notices for rezones, variance requests, and special exemptions and identifies and notifies adjoining property owners.    

Ensures National Flood Insurance Program regulations pertaining to State and Federal guidelines.   Reads and interprets legal descriptions to determine property lines, right-of-ways, and easements.   Reviews and interprets boundary surveys.    

Organizes, structures, and prepares Comprehensive Plan data and documents.    

Reviews and processes Combine Parcel Applications.    

Generates monthly and annual building and census reports.    

Updates property specific historical records.    

Reviews and evaluates historical records for Auditor, Assessor, and Recorders office to resolve property ownership, property transfer, and identification issues.    

Reviews and processes Administrative subdivision applications.    

Documents and maintains files on complaints and violations.    

Notarizes legal documents for department.   Attends meetings as required, including providing support, and preparing, distributing, and maintaining official board minutes.    

Performs related duties as assigned.    

I.   JOB REQUIREMENTS AND DIFFICULTY OF WORK:  

High school diploma or GED.  Possession of or ability to obtain Notary Public License.    

Ability to meet all employer and department hiring requirements, including passage of a drug test, and criminal background check.   

Working knowledge of standard office procedures and basic computer skills, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.    

Working knowledge of community geography and ability to read and interpret property legal descriptions, construction and subdivision development plans, plat and flood plain maps, and aerial photos.    

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and written reports as required.   Knowledge of basic filing systems and ability to create and maintain accurate and complete Department files/records.    

Ability to operate standard office equipment, such as computer, calculator, fax machine, postage meter, copier, telephone, and digital camera.    

Ability to effectively communicate orally and in writing with co-workers, other County departments, GIS provider, Town/City Clerk-Treasurer, City Mayor’s Office, local Sewer District, land surveyors, realtors, insurance agencies, general contractors, title companies, United States Post Office, Fire Department, local newspapers, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.    

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.    

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.    

Ability to competently serve the public with diplomacy and respect, including occasional encounters with difficult/irate persons.   Ability to understand, memorize, retain, and carry out oral or written instructions and present findings in oral or written form.    

Ability to compare or observe similarities and differences in data, compile, collate, or classify data, and make determinations based on data analyses.    

Ability to work alone with minimum supervision and with others in a team environment.    

Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.    

Ability to apply knowledge of people and/or locations, and plan and layout assigned work projects.    

Ability to read and interpret detailed prints, sketches, layouts, specifications, and maps. Ability to occasionally plan and present public speaking presentations and special events.    

Ability to occasionally work extended and/or evening hours and occasionally travel out of town, but not overnight.    

Possession of a valid Indiana driver's license and demonstrated safe driving record.    

II.   RESPONSIBILITY:  

Incumbent performs duties according to supervisor with work priorities primarily determined by service needs of the public and/or meeting deadlines.  Assignments are guided by definite objectives using a variety of methods or procedures with incumbent referring to supervisor for unusual matters, such as policy interpretations.  Decisions are always determined by specific instructions or existing, well established policies and procedures.  Work errors are primarily prevented through procedural safeguards, and detected through supervisory review and/or outside sources.  Undetected errors could result in loss of money to department, work delays in other departments/agencies, and/or inconvenience to other agencies or the public.   

III.   PERSONAL WORK RELATIONSHIPS:    

Incumbent maintains frequent contact with co-workers, other County departments, GIS provider, Town/City Clerk-Treasurer, City Mayor’s Office, local Sewer District, land surveyors, realtors, insurance agencies, general contractors, title companies, United States Post Office, Fire Department, local newspapers, and the public for the purpose of exchanging information.   Incumbent reports directly to the Executive Director. 

IV.  PHYSICAL EFFORT AND WORK ENVIORNMENT:  
Incumbent performs duties in a standard office environment, including sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, close vision, color perception, speaking clearly, and hearing sounds/communication.  Incumbent occasionally works extended and/or evening hours and occasionally travels out of town, but not overnight.
     
APPLICANT/EMPLOYEE ACKNOWLEDGMENT    

The job description for the position of Building and Planning/Zoning Assistant for the Area Plan describes the duties and responsibilities for employment in this position.  I acknowledge that I have received this job description, and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements, and responsibilities contained herein, and any subsequent revisions.    
Is there anything that would keep you from meeting the job duties and requirements as outlined? 
Yes_____  No_____       
_______________________________________                              ____________________ 
Applicant/Employee Signature                                                 Date      


  _______________________________________ Print or Type Name