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.
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’s.
- 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.
The Vital Records Specialist job family consists of four levels which are distinguished based on the complexity of the work assigned, the level of expertise required to perform specific job assignments, and the responsibility assigned for the supervision of others.
Level I: Code: E26A Salary Band: G
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.
Knowledge, Skills and Abilities 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.
Education and Experience 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.
NOTE: No substitution for the required experience.
Level II: Code: E26B Salary Band: H
This is the career level where employees are assigned responsibilities at the full performance level for performing a full range of activities in providing services and assistance to clients and customers. This includes responding to inquiries and requests for assistance related to a variety of requirements and coordination with other divisions or units as needed to provide required services or assistance. Duties also include assisting in resolving various problems, obtaining clearances and researching laws to respond to complex and difficult inquiries; initiating correspondence requiring knowledge of agency or program procedures and policies, as well as developing and maintaining confidential or complex files. Employees will interpret and advise internal and external customers on departmental or program rules, regulations, and laws.
Knowledge, Skills and Abilities required at this level include those identified in level I plus the knowledge of the policies and procedures governing assigned programs. Ability is required to maintain the confidentiality of information and documents; to interpret and handle routine matters in accordance with agency policy; to follow oral and written instructions; to apply state/federal laws, rules, policies and procedures; and to apply critical thinking and flexibility to individual problems and situations.
Education and Experience Education and Experience requirements at this level consist of those identified in Level I and two additional years of the required qualifying experience in vital records.
Level III: Code: E26C Salary Band: I
At this level duties and responsibilities will be at all levels of complexity. Employees will coordinate activities both internal and external to the organization or program and supervise small units of employees in performing various administrative duties or other activities. Employees will be required to observe, document, analyze, and evaluate the provision of services against the applicable statue and regulation; to interview customers in order to preserve the integrity of the records as required by law. Employees will be assigned responsibilities at all but the highest levels of complexity involving a full range of activities and all functional areas of vital records. They can provide direct supervision of small units comprised of Level I and II staff, provide training and assistance, conduct research on unusual problems or situations, and coordinate with other divisions as required. Administrative responsibilities include preparing administrative and statistical reports and participating in the development of policies and procedures.
Knowledge, Skills and Abilities required at this level include those identified in Level II plus knowledge of training principles; of supervisory principles and practices; and of project management. Ability is required to de-escalate conflicts in complex customer interactions.
Education and Experience 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 AND three years as a customer service representative in vital records OR three years of customer service including two years of supervisory experience; an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.
Level IV: Code: E26D Salary Band: J
At this level incumbents will be expected to perform assigned duties at all levels of complexity and will provide guidance, supervision and training to assigned staff. Employees are assigned responsibilities involving the direction or management of a unit or function which is of moderate size and scope or perform professional level work involving program supervision, development, coordination, or implementation with responsibility for a major phase of a program which is large in size and scope. Responsibilities may include serving as an operating program manager assigned administrative, staff, or program responsibilities, performing functions in the areas of program management and development, providing guidance for operations and services, performing program planning, development and evaluation activities, and organizing and coordinating program services and activities.
Knowledge, Skills and Abilities required at this level include those identified in Level III plus knowledge of public administration; of agency policies and procedures; of grant or contract program requirements; of the legislative process; of research and statistical techniques; and of federal and state laws and regulations relating to administration of assigned programs. Ability is required to organize and direct the work of others; to develop training programs; to exercise good judgment in analyzing situations and making decisions; and to organize and present facts and opinions.
Education and Experience 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 AND five years in vital records including two years of supervisory experience OR five years of customer service including four years of supervisory experience; an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.