Vital Statistics Coordinator

Job Summary

Reporting to the Team Leader of Vital Statistics, the successful candidate will perform all required Vital Statistics duties along with front line customer service and back up the Councillors reception.

Duties and Responsibilities

•    Knowledge of The Vital Statistics Functions, Assessment Roll and general knowledge of the City functions is a definite asset
•    Coordinate and perform all aspects of the Vital Statistics functions: Process death registrations and issuing burial permits in accordance to the Vital Statistics Act
•    Issue Marriage Licences, schedule and officiate Civil Ceremonies as needed in accordance with the Marriage Act under delegated authority 
•    Administer various declarations and affidavits as the Commissioner of Oaths 
•    Prepare correspondence going to hospitals, physicians, coroners, Funeral Homes, via mail, email, and respond to requests in person,
•    Prepare responses to internal requests and service requests from the Citizen Contact Centre 
•    Order all supplies for Vital Statistics and Office of the City Clerk in a timely manner
•    Prepare drawdowns for Concur Invoice and P-Card Expense payments
•    Coordinate secured courier request and assist with distributing incoming and outgoing mail
•    Provide daily back up for Councillor’s reception desk as required
•    Research, proof read and amend documents such as Death registrations
•    Ensure records are maintained, statistics are logged and follow up is conducted as necessary
•    Provide back up support within the unit/team
•    Ability to work in a demanding environment that requires excellent customer service, with the ability to relate to a diverse customer base which is a major focus of this position
•    Must have strong attention to detail, problem solving and decision making skills in order to provide accurate information professionally and efficiently
•    Ability to recognize and maintain a high level of confidentiality
•    Perform other duties as assigned

Skills and Qualifications

•    Post-secondary education with a minimum of 3 – 5 years business experience preferably in a municipal environment and strong front line customer service involving face to face customer service is required
•    Demonstrated knowledge regarding City functions and services in order to assist with inquiries in Clerks office and Council reception is an asset
•    Demonstrated experience in a team-oriented, customer service environment is required
•    Proficiency using Microsoft Office -Word, Excel, Outlook, Access, SAP and INFOR
•    Ability to demonstrate a high level of tact and diplomacy when dealing with clients, external agencies, senior management, different levels of government, physicians / coroners and medical staff, etc.
•    Proven team player with ability to manage conflict and effectively deal with difficult situations
•    Ability to maintain a high level of confidentiality
•    Strong attention to detail and able to proof read and amend documents
•    Strong research and problem- resolution skills
•    Must be well organized and able to multi-task with conflicting priorities and timelines
•    Solid understanding of city policies, procedures and administrative practices 
•    Must be flexible with last minute changes to break periods and lunch hour
•    May require light lifting of supplies/materials