CVRS Program Support - Coordinator 1

University of New Orleans • Baton Rouge, LA

22d • Onsite

About The Position

The University of New Orleans is seeking a CVRS Program Support - Coordinator to review incoming correspondence for the Office of Public Health’s (OPH) Center for Vital Records and Statistics (CVRS). This role requires an in-depth knowledge of Vital Statistics Laws as they relate to access to highly confidential records. The Coordinator will assist walk-in customers, screen applications for proper identification and legal authority, and route requests for further processing. They will also return requests with incomplete information or fees, verify checks and money orders, and maintain files for certified and express mail. The position involves providing accurate information to the public regarding services, fees, and disclosure of vital records in compliance with Louisiana Statutes. Additionally, the Coordinator will complete reconciliation of bank notes, ensure proper boxing and labeling of voided documents for destruction, and update vital records in the Louisiana Electronic Event Registration System (LEERS). The role also includes assisting with inventory, surplus, supporting the call center, and answering a high volume of incoming telephone calls. The Coordinator will access the LEERS System to search, investigate, and check the status of inquiries and complaints, transcribe messages, and prepare mailing packets. They will also create cases in LEERS for mail orders, assist with folding birth certificates, and provide training to new employees on telephone etiquette. Processing incoming vital event data via paper and electronic submission, ensuring completeness and accuracy of birth, death, fetal death, marriage, and divorce data, as well as acknowledgments of paternity, is a key responsibility. The Coordinator will review electronic records for discrepancies and communicate with relevant parties to resolve them. Filing processed paper records, compiling basic information for analysis, and assisting with report compilation are also part of the duties. The role serves as a liaison between the State Registrar, officiants, Clerks of Court, judges, clergy, and the general public, and will perform other assigned tasks.

Requirements

• Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
• Excellent analytical and critical thinking skills.
• Effective organizational and time management skills.
• Great attention to detail and follow up.
• Ability to manage projects, assignments, and competing priorities.
• Proficient in the use of Microsoft Office, including but not limited to Outlook, Word, and Excel.

Nice To Haves

• Advanced degree.
• Minimum 1 year professional experience performing administrative functions within an office environment or health care field.
• Minimum 1 year professional experience working within the LEERS System or a comparable vital records or data management system.
• Minimum 1 year professional customer service experience.
• Minimum 1 year professional experience performing data entry and record maintenance.

Responsibilities

• Reviews incoming correspondence for the Office of Public Health’s (OPH) Center for Vital Records and Statistics (CVRS) and applies an in-depth knowledge of Vital Statistics Laws.
• Assists walk-in customers requesting vital records and screens applications for proper identification and legal authority.
• Routes requests to the proper unit for further processing and returns requests with incomplete information or fees with explanations.
• Verifies checks or money orders for completeness and attaches them to requests for processing.
• Maintains files on all certified and express mail received daily.
• Provides accurate information to the public and answers questions about services, fees, and disclosure of vital records.
• Completes reconciliation of all bank notes used by staff.
• Ensures voided documents are boxed and labeled for destruction per retention schedule.
• Completes updates of vital records in the Louisiana Electronic Event Registration System (LEERS).
• Assists with inventory, surplus, and supports the call center.
• Answers a high volume of incoming telephone calls and provides accurate information to the public.
• Routes callers to the appropriate Vital Records unit and/or other programs.
• Accesses the LEERS System to search, investigate, and check status of inquiries and complaints and documents ordered.
• Appropriately assesses call priority and routes calls requiring escalation.
• Transcribes, records, and logs all messages received from customers.
• Types, prints, and affixes labels to envelopes for same-day mailing of requested documents.
• Creates cases in LEERS to aid in the processing of all mail orders.
• Assists with folding complimentary birth certificates.
• Provides training to new employees in the unit regarding proper and professional telephone etiquette.
• Processes incoming vital event data via paper and electronic submission, ensuring completeness and accuracy.
• Reviews electronic records submitted for review for any discrepancies and communicates with relevant parties to resolve them.
• Files processed paper records according to existing organizational systems.
• Compiles basic information on incoming data collected for analysis.
• Assists with the compilation of reports for use by program managers.
• Issues, accepts, and records marriage licenses.
• Serves as liaison between State Registrar, officiants, Clerks of Court, judges, clergy, and the general public.
• Performs other tasks as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level