REGISTRAR OF VITAL STATISTICS/SECRETARY BOARD/COMMISSION

 REGISTRAR OF VITAL STATISTICS

 DEFINITION:
 
 Has charge of the work involved in obtaining reports of and
 recording births, marriages, and deaths in the municipality.
 May respond to inquiries and process clerical transactions
 for other functions of the organization; does related work 
 as required.
 
 NOTE:  The definition and examples of work for this title 
 are for illustrative purposes only.  A particular position using this
 title may not perform all duties listed in this job specification.
 Conversely, all duties performed on the job may not be listed.

 EXAMPLES OF WORK:

 Develops procedures for obtaining prompt and accurate 
 reports of births, marriages, and deaths.

 Passes on the certificates and other forms used in reporting
 births, marriages, and deaths.

 Makes statistical compilations and organizes such calculations
 in the form of tables.

 May issue various municipal licenses.

 Studies  the reporting of births, marriages, and deaths for 
 the purpose of checking the completeness and accuracy 
 of the reports and the means of improving registrations.

 Issues certified copies of birth, marriage, and death records.

 Collects fees and accounts for the money collected.

 Answers nonroutine inquiries for information within the 
 organization in accord with department policy and regulations.

 Determines the manner in which records and files are to be kept.

 Addresses groups interested in the reporting and compilation
 of births, marriages, and deaths.

 Will be required to learn to utilize various types of electronic
 and/or manual recording and computerized information 
 systems used by the agency, office, or related units.

 REQUIREMENTS

 EXPERIENCE:
 
 Three (3) years of clerical experience.

 CERTIFICATION:

 Appointees must obtain a Certified Municipal Registrar (CMR)
 certificate issued by the Department of Health and Senior
 Services within six (6) months of appointment.

 LICENSE:
 
 Appointees will be required to possess a driver's license
 valid in New Jersey only if the operation of a vehicle, rather
 than employee mobility, is necessary to perform the essential
 duties of the position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of the laws relating to the reporting and registration
 of births, marriages, and deaths.

 Knowledge of giving correct information to varied types of
 inquirers.
 
 Knowledge of the statistical methods to be used in compiling
 sound and informative reports from the data collected.

 Knowledge of the establishment and maintenance of a system
 of reports, records, and general files over a long period of time.

 Ability to analyze the laws relating to the reporting and registration 
 of births, marriages, and deaths and apply them to specific cases.

 Ability to establish a simple and effective system of records 
 of births, marriages, and deaths.

 Ability  to handle correspondence with numerous and varied 
 types of inquiries.

 Ability to devise suitable forms.

 Ability to learn to utilize various types of electronic and/or
 manual recording and information systems used by the
 agency, office, or related units.

 Ability to read, write, speak, understand, or communicate
 in English sufficiently to perform the duties of this position.
 American Sign Language or Braille may also be considered
 as acceptable forms of  communication.

 Persons with mental or physical disabilities are eligible as long
 as they can perform essential functions of the job with or without
 reasonable accommodation.  If the accommodation cannot be 
 made because it would cause the employer undue hardship, 
 such persons may not be eligible.

 CODES: LG-03050@            MER               06/18/09


 SECRETARY BOARD/COMMISSION

 DEFINITION:

 Under direction, serves as the principal aide or assistant and
 performs complex clerical and confidential secretarial support 
 duties related to the work of a board, commission, committee, 
 advisory council, or similar body; does other related duties as 
 required.

 NOTE:  The examples of work for this title are for illustrative
 purposes only. A particular position using this title may not 
 perform all duties listed in this job specification. Conversely, 
 all duties performed on the job may not be listed.

 EXAMPLES OF WORK:
 
 Prepares for meetings by making arrangements for time, 
 participants, location of meetings, distribution of copies of 
 agendas, and the assembly of background material for agenda 
 items to notify participants of the business and topics to be 
 discussed at meetings.

 Coordinates exchange of information between board members, 
 staff, and applicants by selecting and organizing forms, documents, 
 and presentation of written information to assist applicants with their
 requests or questions.

 Writes summary of pertinent information from minutes of meeting by
 extracting relevant and important information and writing summary
 easily readable by others to preserve information and promote
 information exchanges between persons needing the information.

 On own initiative, follows up on results of meetings by notifying
 applicants or others of actions taken by board members by 
 contacting applicants by phone or letter to inform them of 
 official action taken or determination made.

 From general instructions and delegated authority or on one's 
 own initiative, composes correspondence by answering questions 
 pertaining to procedures for filing and complying with regulatory 
 requirements for conducting business with a government body or 
 representatives (for example, permits and approvals, presentation 
 of documents, fee requirements) to relieve board and other staff 
 members of the more routine office activities.

 Receives and reads incoming correspondence, documents, or 
 reports to screen those which can be handled personally and to 
 forward those requiring action by board members or other staff 
 members.

 Reviews documents such as applications, permits, forms, and 
 outgoing correspondence to verify name and address or detect 
 missing or illegible entries to call to the attention of applicant any 
 conflict or discrepancy in file or to resolve any procedural conflict.

 Reviews information given on forms submitted by applicants 
 or contained in documents for completeness or accuracy by 
 noting where information is missing or inappropriate.

 Clarifies information with persons submitting forms.

 Adds, deletes, and corrects information to ensure that 
 required information is available to board members and 
 staff and is accurate and complete.

 Confers with document originator or applicant or engineering 
 liaison personnel to resolve discrepancies in completeness of 
 document, (such as blueprints or drawings) and compiles required 
 changes to documents to meet procedural requirements.

 Verifies applicant information in statements and on record by
 requesting additional written information from public and private
 sources or making telephone calls to ascertain the accuracy of 
 a situation or investigate discrepancies on record.

 Reviews all typewritten material (for example, memoranda,
 correspondence, reports) for proper signatures and other 
 information to ensure procedural and typographic accuracy.

 Obtains information and organizes documents which may be 
 scattered in various local government offices and draws attention 
 to missing data so that members and other professionals (such as 
 engineers, or health or medical staff) may have necessary subject 
 information to make a decision.

 Receives visitors and phone calls, ascertains the nature of 
 requests, personally provides information desired on procedural 
 matters of the office, and refers others to appropriate staff 
 members in order to take care of office business.

 Posts information to records or computes, accounts for, and 
 compiles reports on monies collected for services to maintain 
 records of office activities for administrative purposes.

 May take and/or transcribe minutes of meeting by ensuring 
 proper format, correct grammatical content, and inclusion 
 of facts in accord with prescribed procedures to maintain 
 a permanent and legal record of events and decisions by 
 board members.

 Will be required to learn to utilize various types of electronic
 and/or manual recording and information systems used by 
 the agency, office, or related units.

 REQUIREMENTS:

 EXPERIENCE:

 Two (2) years of clerical experience involving the organization of
 office clerical processes and procedures or as a secretary to an 
 executive or administrative official in a public or private organization. 

 LICENSE:

 Appointees will be required to possess a driver's license valid 
 in New Jersey only if the operation of a vehicle, rather than 
 employee mobility, is necessary to perform essential duties 
 of the position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of current office methods, practices, routines, machines,
 and equipment.

 Knowledge of proper English, grammar, spelling, punctuation, and
 required formats to type material in final form.

 Ability to organize effectively the flow of complex clerical processes
 and work in an office.

 Ability to make arrangements for meetings with little or no
 instructions.

 Ability to locate and assemble information for various reports and
 meetings.

 Ability to compose correspondence.

 Ability to comprehend and effectively communicate to others 
 the rules, regulations, and procedures applicable to the work 
 of the unit (for example, board or commission).

 Ability to understand the work of the unit, (for example, rules,
 regulations, and procedures) the role and relationships of its
 components, and its relationship to other departments and 
 outside organizations after a period of training.

 Ability to prepare in final form all types of narrative summaries 
 and reports from rough draft, notes, oral recordings and so forth.

 Ability to use reference sources such as technical dictionaries 
 and to ensure proper arrangement, grammatical accuracy, and 
 spelling of final copy.

 Ability to organize complex clerical work by establishing work 
 flow, procedures, and priorities.

 Ability to utilize various types of electronic and/or manual 
 recording and information systems used by the agency, office, 
 or related units.

 Ability to read, write, speak, understand, and communicate 
 in English sufficiently to perform the duties of this position. 
 American Sign Language or Braille may also be considered 
 as acceptable forms of communication.
 
 Persons with mental or physical disabilities are eligible as long
 as they can perform essential functions of the job with or without
 reasonable accommodation.  If the accommodation cannot be 
 made because it would cause the employer undue hardship, 
 such persons may not be eligible

 CODES: LG - 07419              CAH                1/8/97

 TITLE CODE FOR DUAL TITLE: LG - 07423

 This dual title job specification is for local government use only.