Administrative Assistant

Executive Secretaries and Administrative Assistants

Job 1,2 – Certification Unit/Reproduction Unit

• Assist in the processing of orders for birth, death, marriage and dissolutions certificates
• Pulls fiche cards, makes white copies, produces records for paid batches.
• Assist in managing VitalChek orders and updating database with order comments
• Seals and enters safety paper for paid batches, VitalChek orders, gratis requests, and overnight requests
• Works on special projects when needed

Job 3, 4 – Correction/Amendment Unit
• Types Amendment cases from books, FileNet and SPDS
• Audits and mails certificates to local registrars and applicants
• Files sealed records and CCFS (Court Ordered Paternity)
• Review and fulfill correction orders to birth certificates
• Keys and verifies all amended and corrected birth and death certificates scanned for FileNet
• Opens, sorts, searches and files all incoming mail for Correction Unit/Amendment

Job 5 – Registration Unit
• Opens and sorts all incoming mail for the Coding and Registration units
• Enters the Registration appointment forms into the database
• Makes labels for new registrars and clerks
• Fill Supply Order Form requests for registrars and clerks
• Files all registrar correspondence
• Puts certificates in order

Job 6, 7, 8 – Coding/Administration

• Marriage coding and keying
• Death certificate keying
• Dissolution certificate keying
• Birth certificate keying (SPDSS)
• Assist in record searches for tracking and verifying vital event records for internal/external stakeholders
• Sort and mail orders to NYC Bureau of Vital Records as needed

Current work location has access to a bus line on Broadway. Job are for in-person work Monday-Friday.

Requirements

Ideal candidates for the positions is someone with attention to detail and can managed working in multiple data systems to fulfill, data enter and track vital record orders. Previous work with vital records is a plus.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Time Off
• NexGenEAP wellness program