Job DescriptionThe Bureau of Vital Statistics is responsible for registering and certifying all birth, deaths, spontaneous and induced terminations of pregnancy in NYC. The bureau issues, analyzes and reports on 285,000 vital events each year. The bureau is a very large customer service operation, providing death certification services on a 24/7 basis, issuing more than 900,000 certified copies of birth and death records, and fulfilling hundreds of data requests annually. This position will be within the Health Department's innovative Center for Population Health Data Science (CPHDS). The CPHDS is working to strengthen citywide population health surveillance by better linking public health, healthcare, and social service data to fully characterize and improve the health of New Yorkers. Our vision is for these data to be accessible, timely, equitable, meaningfully usable, and protected and being actively to protect and promote health and wellbeing of New Yorkers. Housed in the Center for Population Health Data Science, the Bureau of Vital Statistics (BVS) at the NYC Department of Health and Mental Hygiene registers, amends, processes, and analyzes all vital events (births, deaths, and spontaneous and induced terminations of pregnancy) in New York City while also issuing certified copies of certificates to the public. There are approximately 120,000 births and 52,000 deaths and about 1 million certified copies of birth anddeath certificates issued each year. Vital event data are used by most health department programs (including infectious and chronic diseases, community health, environmental/occupational health, and health care access) and reported to national agencies. Duties will include but not be limited to:
Work with the Records Management Unit director and leadership to identify areas for improvement and streamlining processes to improve Records and Information Management. Characterize the current work process and propose changes for improving the process, using data to support changes.Coordinate and prepare document imaging events, scan, organize, index, upload, archive, and prep record sets for scanning including metadata, quality assurance, and records schedule assignments.
Plans, organizes, reviews, coordinates, and maintain quality controls for all Records Management electronic and/or paper-based information. Function as Scanning Solutions Coordinator and provide clear, detailed next step instructions and assistance related to RM projects, operations and procedures including the changeover from paper to electronic records management system. This includes providing written guidance in clear and courteous plain language.
Develop and provide management with routine production reports for all RM scanning and production activities.Processes Records and Information to include sorting, coding, entering, modifying, deleting, filing and retrieving data; establishing new files and new filing systems; maintaining control of data and conducts follow-up to maintain continuity of operations; purges and disposes of data/records in accordance with policy and guidelines.
Responsible for coordinating workflow processes, ensuring document scanning standards are practiced and followed, assessment of daily production volumes, and liaison with OVRD/OVRS regarding RM activities. Coordinate the retrieval and processing of sealed documents from the NYC RM vaults as requested for an administrative or court ordered review.
Access secure area where security paper is stored, assign paper to staff who are printing certificates; reconcile security paper usage and ensure that all unused paper is returned to secure area and that all security protocol is followed.Test IT system fixes and updates/enhancements. Report outcome of testing to IT and BVS leadership.
Create tickets and report any IT issues that impact productivity and day to day operations. This includes issues with the eVital database system, Documentum, MS Office applications, printers, and scanners.Support maintaining, or rapidly standing up, response activities across all types of possible incidents, including storms, pandemics, and other emergencies
Qualifications
A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
Additional InformationThe City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.
