Assistant Records Analyst

Department

Department of Health

Division

Clerical/Administrative Support/Data Entry

Salary

$53,382.00 - $59,294.00

Job Profile

JC-02703600-9 - Assistant Records Analyst (Council 94 Local 2870 Health)

Scheduled Work Days & Work Hours

Monday- Friday; 7:30 am- 3:30 pm

Standard 35.0

Restricted/Limited to Federal funding

Job Requisition Number

JR103857 ASSISTANT RECORDS ANALYST (Open)

Pay Grade

C00319 A

Classification

Assistant Records Analyst

Class Definition

GENERAL STATEMENT OF DUTIES: To perform, under supervision, responsible technical work in a statewide records management program; and to do related work as required.

SUPERVISION RECEIVED: Works under the technical supervision of a superior from whom work assignments are received; work is reviewed usually upon completion for conformance to directions and instructions.

SUPERVISION EXERCISED: Supervises and reviews the work of subordinates assigned to assist.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• To perform, under supervision, responsible technical work in a statewide records management program.
• To assist in taking periodic inventories of records, identifying and classifying them; to make appraisals of such records for the purpose of recommending their retention, destruction or transfer to a records center.
• To make or assist in making studies and recommendations for the use of microfilming or other photographic equipment for the protection of vital records, or to reduce the floor space and equipment required to store such records.
• To make or assist in making studies of existing records storage methods and to make recommendations to responsible departmental personnel for their improvement and recommendations for adequate protection of records from hazards of fire or deterioration from atmospheric or other conditions.
• To assist in the operation and maintenance of a centralized records storage center and reference service.
• To do related work as required.

REQUIRED QUALIFICATIONS FOR APPOINTMENT:

KNOWLEDGES, SKILLS AND CAPACITIES: A familiarity with the aims and purposes of a records management program; the ability to learn to identify, classify and appraise data in accordance with prescribed instructions and to prepare written reports and recommendations thereon; the ability to conduct fact-finding interviews; the ability to lift and pack boxes of records weighing approximately forty pounds; the ability to work on a ladder at an approximate height of fourteen feet; and related capacities and abilities.

EDUCATION AND EXPERIENCE:

Education: Such as may have been gained through: graduation from a college of recognized standing, or

Experience: Such as may have been gained through: employment involving the application, under supervision, of routine record management methods and techniques.

SPECIAL REQUIREMENT: At the time of appointment, must be certified by a licensed physician as physically qualified to perform the duties of this position and to meet the above stated physical abilities requirements.

Supplemental Information

The Assistant Records Analyst supports the daily operations of the death registration unit by assisting with customer service, record issuance, amendments, correspondence, and data quality activities. This position works closely with the Registration Manager that oversees the civil registration of death and other vital records staff to ensure death records are processed accurately, efficiently, and in accordance with applicable laws, policies, and procedures. It is preferred applicants have a working knowledge of system processing, Word, Excel and the ability to work with other applications. Proficient in computer data entry; the ability to follow complex oral and written directions and the ability to access the records, which require a significant amount of bending, reaching, and lifting, are also preferred.

Duties and Responsibilities:

• Provide customer service by answering phone calls, respond to general questions, and assist customers understand general requirements related to death records, amendments, and record issuance.
• Provide guidance and support to 39 cities and towns, death certifiers and facilities including (but not limited to) funeral homes, hospitals, long term care and assisted living facilities related to death records.
• Assist with death record amendments by reviewing submitted information, preparing documents for processing, and helping ensure amendment requests are complete and accurate.
• Prepare and process non-contagious disease letters and related correspondence as needed.
• Support data quality activities by reviewing death record information for completeness, accuracy, and consistency.
• Identify potential errors, missing information, or discrepancies in death records and bring them to the attention of the Death Manager or appropriate staff for review.
• Maintain accurate records of work completed, pending requests, customer contacts, and follow-up items.
• Assist with organizing, tracking, and processing incoming death-related requests, forms, and supporting documentation.
• Provide clerical and administrative support to the death registration unit, including filing, scanning, copying, sorting documents, and maintaining organized work queues.
• Triage customer questions and requests to the appropriate staff member when additional review, approval, or specialized assistance is needed.
• To provide courteous, effective and efficient assistance to customers seeking assistance in person, remotely, or by scheduled appointment.
• Perform detailed and complex record searches across all record types (including death, marriage, birth and fetal death) to provide customer assistance to other statewide agencies, 39 municipalities, facilities, funeral homes, and customer services.
• Issue certified copies of vital records across all record types in accordance with state law, office policy, and identity/eligibility requirements.
• Follow confidentiality requirements and protect sensitive personal and health information in all customer interactions and record processing activities.
• Work collaboratively with internal staff, funeral homes, medical certifiers, city and town clerks, and members of the public to support accurate and timely vital records services.
• Perform other related work as assigned to support the Center for Vital Records.

Benefits

For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.

Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.