Administrative Assistant
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This position is located in the Vital Records area within Vital Statistics-Central Office Division
Under supervision, functions as Customer Service Representative in assisting on-site customers for vital records services in the Division of Vital Records; performs related customer service activities including acceptability of information, entitlement of requested documents, receipt and accountability of fees, issuance of documents and initiation and completion of amendments including affidavits of correction, paternity acknowledgements, legitimations, adoptions, court orders and establishing delayed birth certificates.
Functions as "Customer Service Representative" in Vital Records Customer Service Area, greeting on-site customers and providing general information with regard to obtaining vital records and other DHEC services. Directs and/or facilitates activities of Customer Service area to ensure that all customers are served in a courteous and responsive time frame; provides "quality control" to assure that all customers have received the appropriate service expected from Vital Records.
Assists customers in the completion of applications for certified copies of vital events; screens applications for necessary information and entitlement to documents; reviews and annotates customer identification according to established policy; denies service to unentitled applicants. Enters data from customer request into VR Electronic system; collects fees from customer; generates customer receipt and issues to customer. Runs computerized report of fees received according to established procedures and balances funds according to report; investigates and reconciles any discrepancies in funds to ensure strict accountability of fees for audit purposes.
Performs search of all requests via electronic system, or microfiche/microfilm as appropriate. Records appropriate file number and paper number on the application and in the electronic system. Scans all receipts and applications into the document manager system. Issues certified copies of vital events and/or statements of negative search results to waiting customers; advises customers when discrepancies are apparent on original documents or when no original record is on file.
Initiates and completes amendments by way of affidavits of correction, paternity acknowledgements, legitimations, adoptions, court orders and establishing delayed birth certificates. Follows all vital records procedures for amending records, entry into vital records electronic system and proper filing of documents. Performs other related "customer service" activities.