Vital Records Specialist I

Location: 123 Robert S Kerr

Salary: Up to $38,500.00 based on education and experience.

Full Time /Part Time: Full Time

Work Schedule: Monday-Friday

Primary Hours: 8:00 am – 5:00 pm

Position Description

Under the direction of the State Registrar of Vital Records, the Vital Records Specialist assists the public and data providers in registering confidential events, amending the facts of those events, and obtaining copies of official state birth and death certificates and other associated records.

This is the basic level of this job family where employees learn the intricacies of the laws and policies governing the registration, issuance, security, confidentiality of birth and death records, in order to gain an understanding on the efficient use of the complex data systems used to search, issue, amend, replace, and track records, build skills in providing services and assistance to a diverse set of clients and customers. In this role, they will review and evaluate complex legal documents. Assigned tasks involve responding to routine services including requests for records and information submitted by mail, walk-in, internet and telephone customers.

Duties

The functions within this job family will vary by level, but may include the following:

• Utilizes critical thinking to independently perform diverse and complex administrative tasks to research, assess, create, maintain and process vital records.
• Register birth and death certificates in accordance to standards established by extensive state law and policy for filing within the official state registry and federal contract for inclusion in national files.
• Assess and verify complex legal documents, e.g., court orders, affidavits, foreign and domestic identity documents, benefit statements, and lease agreements to determine the validity of submitted evidence to establish the identity and/or legal eligibility of applicants to amend and/or receive copies of records.
• Prepare and provide written individualized written and/or oral instructions to birth and death data providers including hospital/clinic staff, physicians, medical examiners, funeral homes, attorneys, and parents related to the filing, amendment, replacement of birth or death records, to include determinations of parentage, legitimation, adoption, delayed filings and providing for the registration of disinterment.
• Review and analyze records request applications for applicant eligibility, accuracy, consistency, and completeness of submitted information in accordance to established guidelines for identification, legal documents, and payment to prevent fraud, identity theft and the inappropriate release of confidential information. Actively monitor law, rule, policy, and procedure changes governing application process requirements.
• Responsible for the validation of identification for possible fraudulent submission.
• Analyze information, respond to questions, and resolve problems presented by customers or providers to determine the nature of the request and provide a reasonable solution.
• Advice leadership on laws, policies, and procedures related to the operations and provide other assistance as needed to promote strategic changes to these.
• Open, sort, prioritize, process, scan, and index mail according to department procedure.
• Manage and maintain legible permanent accessible electronic copies; amend and replace records within the system while maintaining all required documentation and administrative flags; and assure complete, accurate indexes of all vital records using various software applications and databases.
• Coordinate with internal divisions and state/federal agencies to acquire necessary legal documentation to register, amend or release records.
• Provide written and oral responses to inquiries concerning legal requirements for document submission, documentation, and filing deadlines.
• Provide instruction on the use of proprietary software to those given access to enter and certify legally required information for the purpose of officially registering a birth or death record.
• Serve as liaison to other public health, social service, and identity programs.
• Conduct User Acceptance testing of new software; prepare and write technical documents, e.g., user guides, system guide and policy manuals.
• Conduct medical record/chart audits for quality assurance of initial data submissions and as documentary evidence for the purpose of record modification.
• Serve as technical liaison on design, implementation and trouble-shooting of various electronic systems.
• Assist in the development and deployment of online-training, webinars and distance learning.
• Develop and implement trainings to enhance critical thinking, promote task completion, and correct poor performance of staff.
• Supervise and lead to establish a work environment that fosters fair, consistent, and impartial application of law and policy to all customers.
• Maintain organized case files for audits and special reports.
• Other duties as assigned.
  
  

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Minimum Qualifications

Requirements at this level consist of an associate’s degree and one year as a customer service representative or maintaining confidential records in an office environment; or an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.

Application Requirements

• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.
  
  

Preferred Qualifications

Required at this level include knowledge of office practices; of record management; of business arithmetic; and business communication. Ability is required to establish and maintain effective working relationships; to read and comprehend various laws, rules, policies and procedures; and to communicate effectively, both orally and in writing.

Physical Demands And Work Environment

Work is typically performed in an office setting with a climate controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms. This position requires long period of sitting and daily use of computer and phone.

Telework

This position is not eligible for Telework and is subject to OSDH policy and supervisor’s discretion.